Administrative Assistant & Training Coordinator

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.