Administrative Assistant 1 Trainee 1-2, (NY HELPS) - Vacancy ID# 213324

Description

Duties Description

The Administrative Assistant 1 duties in Office of Diversity, Equity, Inclusion and Accessibility (DEIA) will include but are not limited to the following:

• Provide administrative support to DEIA leadership, including managing calendars, preparing agendas, coordinating meetings, and drafting correspondence.
• Track and maintain records of DEIA projects, events, and program activities.
• Assist with scheduling, communications, and logistics for DEIA training sessions, observance events, and working group meetings.
• Prepare, edit, and proofread reports, presentations, and outreach materials for clarity, accuracy, and accessibility.
• Respond to inquiries from internal and external stakeholders with professionalism and cultural sensitivity.
• Coordinate and transport DEIA materials to and from events.
• Ability to drive a NYS vehicle required.
• Support procurement and payment processing for DEIA-related purchases, following State Finance System (SFS) procedures.
• Assist with maintaining DEIA content on internal and external platforms (e.g., SharePoint, intranet, public website).
• Maintain filing systems (physical and electronic) to ensure easy access to program records.
• Compile and organize data for tracking DEIA metrics and evaluation reports.
• Participate in DEIA team meetings and provide input on process improvement and inclusivity in office operations.
• Other duties as assigned, in alignment with the evolving needs of the DEIA division.
  
  

Qualifications

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, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Trainee 1

The minimum qualifications for Non-Competitive appointment are:

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. 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. 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.

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. 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. 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 further examination.

Full Title

Two years 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. 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.

Or*

• 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.
  
  

55 B/C APPOINTMENT: This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.

Competitive Minimum Qualifications

CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.

TRANSFER QUALIFICATIONS: Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-06 or higher and otherwise eligible for transfer under Civil Service Law.

A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

Preferred Qualifications

• Familiarity with Diversity, Equity, Inclusion, and Accessibility principles and best practices
• Associate's degree or higher in Business Administration, Office Technology, or a related field is preferred
• Ability to prepare accessible documents and coordinate inclusive events
• Experience with New York State systems, including SFS, LATS-NY, or SharePoint
• Experience supporting diverse teams or projects focused on equity, inclusion, or community engagement
• Proficiency in Microsoft Products (Outlook, Word, Excel, PowerPoint)
  
  

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments

The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.