What are the responsibilities and job description for the Administrative Assistant 1 Trainee 1/2 (NY HELPS) position at NYS Office of Children and Family Services?
Duties Description
Review incoming correspondence and draft responses where appropriate. Review outgoing correspondence for grammar, spelling, etc. Research background information for SCR. Transmit instructions to staff and conduct follow-up. Handle telephone calls and visitors and respond to questions. Coordinate and arrange meetings. Establish office procedures. Set up and maintain office filing systems (including electronic), archiving and purchasing. Resolve day-to-day operational problems. Coordinate information flow by acting as liaison among key executives, staff, other employees, and the public. May supervise clerical staff.
Additional duties will be discussed in detail during the interview.
Minimum Qualifications
Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer;
A two-year traineeship (Administrative Assistant Trainee 1 & 2 NS= Grade 8 and 10 and leading to Administrative Assistant 1, Grade 11) is available.
Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in 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.
All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.
Open to the Public: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).* The minimum qualifications through the NY HELPS are:
Aministrative Assistant Trainee 1: 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.
Administrative Assistant 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.
Administrative Assistant 1: 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.
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.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
Additional Comments
Background Investigation Requirements
Review incoming correspondence and draft responses where appropriate. Review outgoing correspondence for grammar, spelling, etc. Research background information for SCR. Transmit instructions to staff and conduct follow-up. Handle telephone calls and visitors and respond to questions. Coordinate and arrange meetings. Establish office procedures. Set up and maintain office filing systems (including electronic), archiving and purchasing. Resolve day-to-day operational problems. Coordinate information flow by acting as liaison among key executives, staff, other employees, and the public. May supervise clerical staff.
Additional duties will be discussed in detail during the interview.
Minimum Qualifications
Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer;
A two-year traineeship (Administrative Assistant Trainee 1 & 2 NS= Grade 8 and 10 and leading to Administrative Assistant 1, Grade 11) is available.
Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in 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.
All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.
Open to the Public: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).* The minimum qualifications through the NY HELPS are:
Aministrative Assistant Trainee 1: 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.
Administrative Assistant 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.
Administrative Assistant 1: 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.
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.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
Additional Comments
- For the duration of the NY HELPS Program, this title may befilled via a non- competitive appointment, which means noexamination is required but all candidates must meet theminimum qualifications of the title for which they apply.
Background Investigation Requirements
- All prospective employees will be investigated through aCriminal Background Check (CBC), which includes State andfederal Criminal History Record Checks. All convictions must bereported; conviction of a felony or misdemeanor, or any falsifiedor omitted information on the prospective appointee’semployment application, may bar appointment or result inremoval after appointment. Each case will be determined on itsown merits, consistent with the applicable provisions of Stateand federal laws, rules, and regulations. Prospective employeeswill be fingerprinted in order to obtain a record of their criminalhistory information, and may be required to pay any necessaryfees.
- All prospective employees will be screened against theStatewide Central Register of Child Abuse and Maltreatment(SCR). Prospective employees will be required to pay anynecessary fees.
- For Division of Juvenile Justice and Opportunities for Youth(DJJOY) prospective appointees will be checked against the StaffExclusion List (SEL) maintained by the Justice Center for theProtection of People with Special Needs. Prospective employeeswhose names appear on the SEL as having been foundresponsible for serious or repeated acts of abuse or neglect willbe barred from appointment and may have their namesremoved from the eligible list(s) for the title(s) if applicable.
