Administrative Assistant 1 (NY HELPS)

Description

Duties Description

The incumbent of this position reports to the Administrative Analyst and provides administrative functions to support the permanent and temporary employees in the Processing Division. The Administrative Assistant will perform essential functions including but not limited to:

• Provide clerical support to Staffing Services, including scheduling interviews and creating, maintaining, and entering information into spreadsheets and databases
• Open, review, sort and distribute mail in accordance with staff assignments
• Maintain tracking spreadsheets concerning certain employee information or status, such as Probationary/Discretionary Leaves, Voluntary Reduction in Work Schedule (VRWS) and Alternate Work Schedule (AWS) applications
• Answer telephone and provide information to callers, take messages, and transfer calls to appropriate individuals.
• Maintain and update office procedures
• Design, set up, and maintain files of correspondence or documents
• Assist with tracking and maintaining performance report completion and status, including assisting with any necessary outreach to supervisors and managers
• Provide direct supervision to subordinate staff
• Communicate effectively, both verbally and in writing, to respond to inquiries from Department staff and external candidates
• Assist with onboarding and offboarding tasks as needed, including assisting with the completion of forms in accordance with agency procedures.
• Meet the Department's time and attendance rules and regulations.
  
  

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 noncompetitive 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 (within one year of permanent appointment), 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 of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS

Ny Helps Promotion Minimum Qualifications

One year of permanent service as an Office Assistant 2 (Keyboarding).

Non-competitive Minimum Qualifications

Note: Administrative Assistant 1 may be filled as a two-year traineeship, placement above trainee 1 is at the discretion of the hiring agency. Your resume should clearly indicate your qualifying experience by describing in detail the duties you completed for each position, and you should indicate the time spent in each position with the beginning and end dates.

• Administrative Assistant Trainee 1 (equated to SG-8, starting salary $40,391):
  
  

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 (equated to SG-10, starting salary $45,081):
  
  

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.

• Administrative Assistant 1 (SG-11, starting salary $47,695):
  
  

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.

Education Substitution

• Certification (e.g., IAAP Certified Administrative Professional) substitutes for two years of experience.
  
  

or

• An associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
  
  

If you qualify with education or certification, please include this with your application. Your unofficial transcripts should show your name, school’s name, type of degree, date degree was awarded. If your degree was earned from a school outside the United States you must provide an evaluation from one of the approved evaluators listed here: https://www.cs.ny.gov/jobseeker/degrees.cfm

Competitive Minimum Qualifications

• Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and regulations.
  
  

OR

• Reachable on the appropriate eligible list for this title and location. If you are canvassed, you must reply to the canvass.
  
  

55-b/c ELIGIBLE EMPLOYEES

You must meet the requirements for a subsequent 55-b or 55-c appointment, please include your letter of eligibility from the Department of Civil Service dated within the last three (3) years with your application.

Additional Comments

New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).

Note: Due to the nature of this position, newly hired employees will not be eligible to telecommute. After the specified training period, employees may be allowed to submit a telecommuting application in accordance with the Department’s policy and subject to management approval.