Administrative Assistant 1 / Trainee(NY HELPS)

Administrative Assistant 1, Grade 11 The Administrative Assistant 1, Grade 11, will work in the Office of Hearings and Alternative Dispute Resolution (OHADR) and under the supervision of an Administrative Law Judge (ALJ), will perform duties that include, but are not limited to: Answering telephones, taking messages, and handling routine correspondence, including email. Assisting ALJs in daily tasks. Using and managing filing and database systems, including acting as a Gatekeeper for OHADR in the Department's Document and Matter Management (DMM) system. Maintaining schedule and event calendars; coordinating in-person and virtual conferences, meetings, and hearings, including reservations for venues and court reporter services. Reviewing work completed by the ALJs for proper grammar and formatting. Typing and formatting letters, memoranda, session items, and other documents using Microsoft Office Suite applications. Creating and maintaining databases or spreadsheets for case management purposes, including tracking internal and statutory deadlines. Maintaining and updating OHADR's SharePoint page. Making travel arrangements for ALJs and preparing expense reports. Providing administrative support to the Chief ALJ to ensure that the office runs efficiently by, among other things, tracking case assignments. Composing, typing, and distributing meeting notes and reports. Minimum Qualifications: General Public Non-Competitive (NY HELPS): Administrative Assistant Trainee 1, NS-8: 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. Administrative Assistant Trainee 2, NS-10: One year of experience as noted above. Administrative Assistant 1, Grade 11: Two years of experience as noted above. Regardless of appointment level, the selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. Substitutions: Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Additional Comments: About the Department: The New York State Department of Public Service (DPS or Department) works to: ensure safe, affordable, and reliable access to electric, gas, steam, water, and telecommunications services at just and reasonable rates for New York State customers, protect the natural environment, reduce greenhouse gas emissions via transmission and siting of renewable energy resources, and augment the resiliency of utility infrastructure. Learn more about DPS and how you can make a difference by checking out our video and more at: Additional Comments: Successful completion of the two-year traineeship leads to appointment as an Administrative Assistant 1, Grade 11. Trainees will be required to take four mandatory courses during the first year of the traineeship and four elective courses during the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. 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, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. Candidates are encouraged to access GOT-IT on the Civil Service website (to determine transfer eligibility. Equal Opportunity Employer: The Department of Public Service is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know by contacting the Designee for Reasonable Accommodations (DRA) and Americans with Disabilities Act Coordinator which can be found under the Accessibility Link on the Department's webpage at

Created: 2026-03-10