NY HELP No
Agency Senate, NYS
Title Administrative Assistant & Training Coordinator
Occupational Category Clerical, Secretarial, Office Aide
Salary Grade NS
Bargaining Unit M/C - Managerial/Confidential (Unrepresented)
Salary Range From $40000 to $50000 Annually
Employment Type Full-Time
Appointment Type Permanent
Jurisdictional Class Unclassified Service
Travel Percentage 0%
Workweek Mon-Fri
Hours Per Week 35
Workday
From 9 AM
To 5 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? No
County Albany
Street Address 80 South Swan Street
City Albany
State NY
Zip Code 12247
Duties Description The New York State Senate Personnel Office is seeking applications for a motivated, organized, and detail-oriented individual to join our team. The Administrative Assistant & Training Coordinator provides administrative and operational support to the Personnel Office, with primary responsibility for coordinating employee training and compliance activities and related Personnel functions. The position requires strong organizational skills, attention to detail, discretion, follow-through, and the ability to manage multiple time-sensitive processes and deadlines.In this dynamic role, essential duties and responsibilities will include:Mandatory New-Hire Training & Compliance· Coordinate and monitor mandatory training requirements for newly hired employees, ensuring required trainings are completed within the established 30-day timeframe.· Track new hires, applicable deadlines, training assignments, completion status, and outstanding requirements.· Communicate training requirements and provide timely reminders and follow-up to employees.· Assist employees with registration, system access, ESS submissions, and training-related questions or issues.· Maintain accurate training compliance records and report overdue or incomplete requirements to Personnel management.Annual Ethics & Employee Training Coordination· Coordinate annual Ethics Training in collaboration with the Legislative Ethics Commission (LEC), Personnel management, Senate offices, and other stakeholders.· Coordinate participant counts, registration, training schedules, sign-in sheets, access codes, simulcast information, and other required training materials.· Prepare and distribute training communications, including registration information, links, instructions, reminders, and follow-up notices.· Provide day-of training support, including monitoring attendance, registration issues, simulcast logistics, and verification codes.· Reconcile attendance and completion records and follow up on outstanding training requirements.· Assist employees with ESS submissions, training access, and routine troubleshooting, coordinating with appropriate departments when necessary.· Maintain accurate training and compliance records and provide status information and reports as needed.· Assist with the coordination and tracking of other annual, recurring, or mandatory employee training programs.Administrative Support· Prepare correspondence, reports, spreadsheets, tracking documents, and other Personnel-related materials.· Maintain organized electronic and physical records and monitor applicable deadlines.· Provide administrative support for training and compliance-related activities.· Coordinate with Personnel staff, Senate offices, and other departments to facilitate timely completion of assigned activities.· Assist with maintaining accurate records and retrieving information as needed.· Provide general administrative support for Personnel initiatives and special projects.· Perform other related duties as assigned.
Minimum Qualifications To be considered, you must have:· Strong organizational, administrative, communication, and customer-service skills.· Excellent attention to detail with the ability to manage multiple priorities and deadlines.· Strong recordkeeping, tracking, and follow-up skills.· Ability to exercise discretion and maintain confidentiality.· Ability to work independently and collaboratively with employees, Senate offices, management, and external partners.· Proficiency with Microsoft Office and ability to learn Senate-specific systems and training platforms.· Prior administrative, human resources, training coordination, or related experience preferred.· Associate degree or equivalent combination of education and relevant experience preferred.
Additional Comments Salary range is $40,000 to $50,000, commensurate with experience.Interested candidates should submit a cover letter and resume to jobs@nysenate.gov. Submissions that do not include both will not be considered. Please keep in mind that we are looking for cover letters that tell us in your own words why you are a great candidate for the job and not something that simply repeats the information in your resume.This recruitment will remain open until filled. Due to the volume of applications, we will not be able to respond to each applicant.The NYS Senate offers a comprehensive and competitive benefits package that includes a health and wellness in the workplace program that you and your family can benefit from:-Dental insurance-Employee assistance program-Flexible spending account-Health insurance-Life insurance-Paid time off-Parental leave-Retirement plan-Sick time-Tuition reimbursement-Vision insurance-Wellness ProgramThe New York State Senate is an Equal Opportunity employer that values a diverse and equitable workplace. We do not permit discrimination based on race, age, creed, color, religion, gender/sex, military status, sexual orientation, marital status, familial status, national origin, predisposing genetic characteristics, or physical or mental disability, domestic violence victim status, arrest/criminal conviction record, pregnancy and related conditions, gender identity or expression, sexual harassment, immigration status, or hair texture or protective hair styles.
Some positions may require additional credentials or a background check to verify your identity.
Name Hiring Coordinator
Telephone
Fax
Email Address jobs@nysenate.gov
Address
Street 80 South Swan Street
City Albany
State NY
Zip Code 12247
Notes on Applying Interested candidates should submit a cover letter and resume to jobs@nysenate.gov. Submissions that do not include both will not be considered.
