What are the responsibilities and job description for the Administrative Assistant 1 or Trainee 1 or 2 (NY HELPS) position at NYS Office of Temporary & Disability Assistance?
Description
Duties Description
Duties of the position include, but are not limited to, the following:
Minimum Qualifications
NY HELPS: 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, candidates may be hired via a non-competitive appointment if they meet the below NY HELPS minimum qualifications.
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 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.
Non-competitive Qualifications
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. 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. 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.
For the Full Performance Level: 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.
Non-competitive Promotion Qualifications
In accordance with Section 52.7 of the Civil Service Law, this notice advises all employees of the Office of Temporary and Disability Assistance (OTDA) of our option to conduct a non-competitive promotional examination for the position of Administrative Assistant 1 at OTDA. If three or fewer interested and qualified promotional candidates respond to this notice, the agency may, at its discretion, nominate a qualified employee for non-competitive promotion.
To qualify, the candidate must have one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm
OR
55 B/C: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and must meet the minimum qualifications listed above. Information about the 55b/c program can be found here: 55b/c Recruitment Resources Center (ny.gov).
Competitive Qualifications
Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. Information regarding transfer eligibility is available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
OR
Titles eligible for transfer to Administrative Assistant 1, SG-11 via Section 70.1 SPL- If qualifying for the Administrative Assistant 1 based upon service in one of the transferable titles in the listing, you must provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses listed below.
Mandatory Administrative Support Courses
To access the courses, please click on the following link: https://nyscseapartnership.org/AdminAssistTraineeship/index.cfm
Mandatory Administrative Support Courses
Titles eligible for transfer to Administrative Assistant Trainee 1, SG-8 via Section 70.1 SPL- If qualifying for the Administrative Assistant Trainee 1 based upon service in one of the transferable titles in the listing below. You must also provide proof of completion of the following four mandatory Administrative Support courses before advancement or appointment to Administrative Assistant Trainee 2:
To access the courses, please click on the following link: https://nyscseapartnership.org/AdminAssistTraineeship/index.cfm
Titles eligible for transfer to Administrative Assistant Trainee 2, SG-10 via Section 70.1 SPL- If qualifying for the Administrative Assistant Trainee 2 based upon service in one of the transferable titles in the listing below, you must have successfully completed 52 weeks of service as an Administrative Assistant Trainee 1 and completion of the four core administrative support courses.
Four Mandatory Administrative Support Courses
To access the courses, please click on the following link: https://nyscseapartnership.org/AdminAssistTraineeship/index.cfm
OR
Reachable on the appropriate eligible list in Albany.
Additional Comments
A full-time, permanent appointment will be made. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Candidates must be legally authorized to work in the United States.
Your resume must indicate how you meet the minimum qualifications for this position. Non-specific submissions may be disqualified from further consideration if the information you provide does not meet the minimum qualifications.
Salary for Trainee 1 starts at $40,391
Salary for Trainee 2 starts at $45,081
Interested applicants should send an email with their resume attached to jobpostings@otda.ny.gov and reference posting #26-053. DO NOT REFERENCE THE VACANCY ID NUMBER.
NYS OTDA seeks to promote a diverse workforce that is a representation of the various cultures, voices, backgrounds, ideas, and talents of the citizens and communities that we serve. In alignment with New York State’s Executive Orders 187 and 31, OTDA is committed to advancing diversity, equity, inclusion, and accessibility by fostering an inclusive workplace.
Duties Description
Duties of the position include, but are not limited to, the following:
- Provide backup administrative support to the Deputy Commissioner and Senior Assistant to the deputy;
- Answer a high volume of incoming calls from clients and constituents and route to appropriate program, bureau or division needed for the call;
- Order supplies for the Division;
- Receive floor issues/maintenance requests and submit to Facility Management for handling;
- Assist with assigning Executive Communication Tracking System Direct Replies until completion;
- Assist with Division Initiated assignments for the Executive Clearance process;
- Assist as back up with setting up internal and external meetings as needed for the Deputy Commissioner;
- Miscellaneous administrative duties as needed such as phone coverage for other bureaus, copying, and scanning; and
- Handle sensitive information in a confidential manner.
Minimum Qualifications
NY HELPS: 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, candidates may be hired via a non-competitive appointment if they meet the below NY HELPS minimum qualifications.
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 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.
Non-competitive Qualifications
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. 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. 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.
For the Full Performance Level: 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.
Non-competitive Promotion Qualifications
In accordance with Section 52.7 of the Civil Service Law, this notice advises all employees of the Office of Temporary and Disability Assistance (OTDA) of our option to conduct a non-competitive promotional examination for the position of Administrative Assistant 1 at OTDA. If three or fewer interested and qualified promotional candidates respond to this notice, the agency may, at its discretion, nominate a qualified employee for non-competitive promotion.
To qualify, the candidate must have one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm
OR
55 B/C: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and must meet the minimum qualifications listed above. Information about the 55b/c program can be found here: 55b/c Recruitment Resources Center (ny.gov).
Competitive Qualifications
Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. Information regarding transfer eligibility is available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
OR
Titles eligible for transfer to Administrative Assistant 1, SG-11 via Section 70.1 SPL- If qualifying for the Administrative Assistant 1 based upon service in one of the transferable titles in the listing, you must provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses listed below.
Mandatory Administrative Support Courses
- Microsoft Word Basic
- Customer Service
- Organized Office Worker
- Successful Business Writing
- Computer Skills and Technology
- Interpersonal and Customer Relations
- Professional and Self-Management
- Verbal and Written Communication
To access the courses, please click on the following link: https://nyscseapartnership.org/AdminAssistTraineeship/index.cfm
Mandatory Administrative Support Courses
Titles eligible for transfer to Administrative Assistant Trainee 1, SG-8 via Section 70.1 SPL- If qualifying for the Administrative Assistant Trainee 1 based upon service in one of the transferable titles in the listing below. You must also provide proof of completion of the following four mandatory Administrative Support courses before advancement or appointment to Administrative Assistant Trainee 2:
- Microsoft Word Basic
- Customer Service
- Organized Office Worker
- Successful Business Writing
To access the courses, please click on the following link: https://nyscseapartnership.org/AdminAssistTraineeship/index.cfm
Titles eligible for transfer to Administrative Assistant Trainee 2, SG-10 via Section 70.1 SPL- If qualifying for the Administrative Assistant Trainee 2 based upon service in one of the transferable titles in the listing below, you must have successfully completed 52 weeks of service as an Administrative Assistant Trainee 1 and completion of the four core administrative support courses.
Four Mandatory Administrative Support Courses
- Microsoft Word Basic
- Customer Service
- Organized Office Worker
- Successful Business Writing
To access the courses, please click on the following link: https://nyscseapartnership.org/AdminAssistTraineeship/index.cfm
OR
Reachable on the appropriate eligible list in Albany.
Additional Comments
A full-time, permanent appointment will be made. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Candidates must be legally authorized to work in the United States.
Your resume must indicate how you meet the minimum qualifications for this position. Non-specific submissions may be disqualified from further consideration if the information you provide does not meet the minimum qualifications.
Salary for Trainee 1 starts at $40,391
Salary for Trainee 2 starts at $45,081
Interested applicants should send an email with their resume attached to jobpostings@otda.ny.gov and reference posting #26-053. DO NOT REFERENCE THE VACANCY ID NUMBER.
NYS OTDA seeks to promote a diverse workforce that is a representation of the various cultures, voices, backgrounds, ideas, and talents of the citizens and communities that we serve. In alignment with New York State’s Executive Orders 187 and 31, OTDA is committed to advancing diversity, equity, inclusion, and accessibility by fostering an inclusive workplace.
Salary : $40,391 - $58,447