What are the responsibilities and job description for the Administrative Assistant 1/Trainee 1/2 (NY HELPS) - DHP position at New York State Parks, Recreation & Historic Preservation?
Duties Description
Under the supervision of the Administrative Assistant 2, SG-15 within OPRHP's Division for Historic Preservation (DHP) , the selected candidate‘s duties will include but are not limited to the following:
If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:
NY HELPS Or 55-b/c QUALIFICATIONS:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*
Administrative Assistant Trainee 1 (Non-Statutory Equated To SG-8):
To be considered for appointment through NY HELPS, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications 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. 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.
Administrative Assistant Trainee 2 (Non-Statutory Equated To SG-10):
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. 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.
Administrative Assistant 1, SG-11:
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.
Substitution:
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.
Please note: Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG-8, and Administrative Assistant Trainee 2, NS equated to SG-10 leading to Administrative Assistant 1, SG-11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA employees through the New York State & CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1.
For more information about the Administrative Assistant Traineeship, including the course requirements, please visit: https://nyscseapartnership.org/administrative-assistant-traineeship.
55-b/c QUALIFICATIONS:
Current permanent non-competitive state employees certified eligible for the 55-b/c program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55-b/c of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response and meet the HELPS qualifications listed above.
Reassignment Qualifications:
You must be a current New York State Office of Parks, Recreation and Historic Preservation (OPRHP) employee with one year of permanent, competitive, or 55-b/55-c service as an Administrative Assistant 1/Trainee 1/2.
70.1 Transfer Qualifications:
At least one year of permanent or contingent-permanent qualifying service as a Grade 6 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position.
Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
SUBSEQUENT 55-b/c QUALIFICATIONS:
A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.
52.7 Non-competitive (ncp) Qualifications:
It is the intention of the Office of Parks, Recreation and Historic Preservation (OPRHP) to fill a permanent competitive position of Administrative Assistant 1 in the Peebles Island State Park located at 1 Delaware Avenue North, Cohoes, NY 12047.
The promotion minimum qualification for appointment are: One year of permanent competitive, non-competitive NY HELPS*, or 55b/c service as an Office Assistant 2 Keyboarding, SG-9 or an Office Assistant 2 (Keyboarding) Spanish Language.
As required by the New York State Department of Civil Service, we are posting for this position to determine if there are any qualified OPRHP employees interested in a permanent appointment to the position. If there are three or fewer qualified candidates interested in the position who meet the promotion minimum qualifications, a permanent appointment can be made via non-competitive promotion (NCP), pursuant to Section 52.7 of New York State Civil Service Law.
Please Note: In order to be considered for appointment via non-competitive promotion, candidates serving in the established promotion field must not have failed the last two holdings of the Administrative Assistant 1 promotion exam.
Note: Non-competitive refers to not competing in an examination; the appointment will be competitive.
Provisional Qualifications:
In the absence of an eligible list(s) with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must be meet the following minimum qualifications:
Substitution:
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.
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 title, employees may take part in any promotion examination for which they are qualified.
Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024, and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/2025 or later will be addressed with a subsequent cover-in.
Additional Comments
The CSEA contracts allow for salary protection for seasonal / hourly employees who are appointed to permanent graded positions with lower hiring rates under certain circumstances. We encourage OPRHP seasonal / hourly applicants to check in with your Regional Business Office Administrator to inquire about the potential impact on your salary.
Depending on each applicant's experience and/or education and current salary, if employed by New York State already, the appointment may be made to the Administrative Assistant Trainee 1, Administrative Assistant Trainee 2, or the Administrative Assistant 1 titles. Included below is a breakdown of the salary at each level of the traineeship.
Administrative Assistant Trainee 1, NS=8: $40,391 - $49,743
Administrative Assistant Trainee 2, NS=10: $45,081 - $55,322
Administrative Assistant 1, SG-11: $47,695 - $58,447
If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.
Benefits:
Generous benefits package, worth approximately 65% of salary, including:
Paid Time Off:
Under the supervision of the Administrative Assistant 2, SG-15 within OPRHP's Division for Historic Preservation (DHP) , the selected candidate‘s duties will include but are not limited to the following:
- Manage the mailing of State/National Registers of Historic Places (SR/NR) notification letters and documents to officials and property owners, including mail merging, printing, and organizing attachments (maps, meeting notices, etc.), mailing and tracking of federal express packages.
- Ensure proper delivery to the OPRHP mail room, verifying all documents/forms are completed accurately.
- Entering/tracking of information in the Cultural Resource Information System (CRIS), including Homeowner Tax Credit Part 1 application data.
- Assist the Survey & National Register Coordinator with National Register nominations submission to the National Park Service via the Cultural Resource Submission Portal (CRSP), including tracking submissions and approval dates.
- Maintain and update electronic, paper, and archival files for the SR/NR process.
- Update the Procedure Manual for SR/NR notification and record-keeping.
- Keep the Historic Business Preservation Registry spreadsheet current with new nominations.
- Create documents, particularly fillable PDFs.
- Coordinate meetings and gatherings with staff.
- Coordinate and schedule staff meetings, including space reservations and AV setup for hybrid meetings, ensuring all materials and equipment are prepared.
- Assist with making food arrangements for meeting(s).
- Responsible for the reception area by answering phone calls, greeting visitors, date-stamping and distributing mail, and logging incoming deliveries.
If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:
NY HELPS Or 55-b/c QUALIFICATIONS:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*
Administrative Assistant Trainee 1 (Non-Statutory Equated To SG-8):
To be considered for appointment through NY HELPS, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications 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. 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.
Administrative Assistant Trainee 2 (Non-Statutory Equated To SG-10):
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. 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.
Administrative Assistant 1, SG-11:
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.
Substitution:
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.
Please note: Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG-8, and Administrative Assistant Trainee 2, NS equated to SG-10 leading to Administrative Assistant 1, SG-11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA employees through the New York State & CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1.
For more information about the Administrative Assistant Traineeship, including the course requirements, please visit: https://nyscseapartnership.org/administrative-assistant-traineeship.
55-b/c QUALIFICATIONS:
Current permanent non-competitive state employees certified eligible for the 55-b/c program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55-b/c of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response and meet the HELPS qualifications listed above.
Reassignment Qualifications:
You must be a current New York State Office of Parks, Recreation and Historic Preservation (OPRHP) employee with one year of permanent, competitive, or 55-b/55-c service as an Administrative Assistant 1/Trainee 1/2.
70.1 Transfer Qualifications:
At least one year of permanent or contingent-permanent qualifying service as a Grade 6 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position.
Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
SUBSEQUENT 55-b/c QUALIFICATIONS:
A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.
52.7 Non-competitive (ncp) Qualifications:
It is the intention of the Office of Parks, Recreation and Historic Preservation (OPRHP) to fill a permanent competitive position of Administrative Assistant 1 in the Peebles Island State Park located at 1 Delaware Avenue North, Cohoes, NY 12047.
The promotion minimum qualification for appointment are: One year of permanent competitive, non-competitive NY HELPS*, or 55b/c service as an Office Assistant 2 Keyboarding, SG-9 or an Office Assistant 2 (Keyboarding) Spanish Language.
As required by the New York State Department of Civil Service, we are posting for this position to determine if there are any qualified OPRHP employees interested in a permanent appointment to the position. If there are three or fewer qualified candidates interested in the position who meet the promotion minimum qualifications, a permanent appointment can be made via non-competitive promotion (NCP), pursuant to Section 52.7 of New York State Civil Service Law.
Please Note: In order to be considered for appointment via non-competitive promotion, candidates serving in the established promotion field must not have failed the last two holdings of the Administrative Assistant 1 promotion exam.
Note: Non-competitive refers to not competing in an examination; the appointment will be competitive.
Provisional Qualifications:
In the absence of an eligible list(s) with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must be meet the following minimum qualifications:
Substitution:
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.
- NY HELPS PROGRAM:
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 title, employees may take part in any promotion examination for which they are qualified.
Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024, and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/2025 or later will be addressed with a subsequent cover-in.
- If verifiable, we will accept and prorate appropriate part-time and volunteer experience.
Additional Comments
- Must possess and maintain a valid driver’s license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.
- Must be proficient in Microsoft Office programs including Outlook, Word, and Excel.
The CSEA contracts allow for salary protection for seasonal / hourly employees who are appointed to permanent graded positions with lower hiring rates under certain circumstances. We encourage OPRHP seasonal / hourly applicants to check in with your Regional Business Office Administrator to inquire about the potential impact on your salary.
Depending on each applicant's experience and/or education and current salary, if employed by New York State already, the appointment may be made to the Administrative Assistant Trainee 1, Administrative Assistant Trainee 2, or the Administrative Assistant 1 titles. Included below is a breakdown of the salary at each level of the traineeship.
Administrative Assistant Trainee 1, NS=8: $40,391 - $49,743
Administrative Assistant Trainee 2, NS=10: $45,081 - $55,322
Administrative Assistant 1, SG-11: $47,695 - $58,447
If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.
Benefits:
Generous benefits package, worth approximately 65% of salary, including:
Paid Time Off:
- CSEA: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.
- Eligible employees and dependents can pick from a variety of affordable health insurance programs.
- Family dental and vision benefits at no additional cost
- New York State Employees’ Retirement System (ERS) Membership
- NYS Deferred Compensation
- Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
- Public Service Loan Forgiveness (PSLF)
- Paid Parental Leave
Salary : $40,391 - $58,447