Administrative Assistant / Trainee 1/2

Department of Labor • New York, NY • 1h ago

All interested candidates must submit a resume and cover letter which clearly demonstrates how they meet the minimum qualifications for the position. Interested candidates must also submit a copy of their transcript to verify they meet the minimum qualifications for this position. Unofficial transcripts are accepted. PLEASE NOTE: we are unable to open documents from Google Docs, Google Drive, OneDrive, Apple Pages and/or "the cloud". Please submit resume as a Word or PDF attachment. These documents must be received by February 26, 2026 and submitted via the following link:https://on.ny.gov/apply2dol . You must include vacancy ID: 209566, Title: Administrative Assistant/ Trainee 1/2 , Location: NYC. Job Duties: Working as a team member in the Office of Diversity and Equity, Inclusion and Access, the Administrative Assistant 1 will provide administrative office support. Specific activities performed are: Responding to general program inquiries either by phone, email, or in person and referring complex or technical questions to appropriate staff;Maintaining calendars, scheduling meetings, training and conference calls;Reviewing all correspondence and responding to or referring to staff as appropriate;Maintaining a follow-up tracking system;Preparing reports using statistical and narrative information, managing incoming telephone calls and visitors;Monitoring and tracking the status of program activities to ensure deadlines are metAssembling and coordinating background materials for meetings and training;Operating office equipment and performing basic service or arranging for service maintenance as needed;Maintaining and ordering office supplies.Handling routine correspondence by preparing replies or researching information for use in responses;Maintaining office records, databases and files using a variety of software such as Microsoft Office Suite;Providing direction and guidance to other support staff within the office;Managing the routing and tracking of incoming, outgoing and inter-office mail, including maintaining an electronic log and providing reports as requested;Making travel arrangements and creating travel reports;Submitting SFS requests for office equipment or supplies;Performing other duties and special projects as assigned;Completing all mandatory trainings as required;Ensuring confidentiality of all areas and records;Assisting the Chief Diversity Officer and Deputy Diversity Officer with all facets of recruitment. Minimum Qualifications:This title is part of the New York Hiring for Emergency Limited Placement Statewide program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, if they meet the below NY HELPS minimum qualifications. NY HELPS Non-Competitive Minimum Qualifications: Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2. Or One year of New York State Department of Labor permanent service as an Office Assistant 1 Keyboarding. Administrative Assistant Trainee 2: One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without

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