Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)

Duties Description

Duties Description: The incumbent will perform a full range of administrative duties within the Division of Public Employment Practices and Representation

• Provide administrative support to the Office of Representation. This includes, but is not limited to, answers phone, greets visitors, operates office equipment, maintains office scheduling, coordinates meetings, research information, contributes to committee work, creates conference material.
• Process incoming Representation matters.
• Enter cases in an Access database or other case management system
• Alert management to basic procedural deficiencies.
• Acquire a thorough understanding of PERB’s processes and the Public Sector Rules of Procedure.
• Prepare, proofread, and disseminate deficiency notices and decisions.
• Screen incoming phone calls, explain deficiencies and successfully resolve issues.
• Gain an understanding of the Taylor Law and apply this knowledge to real-time scenarios.
• Act as a professional liaison with clientele in matters related to the Division.
• Open, in date, read and distribute incoming mail or other materials.
• Coordinate travel arrangements for division staff and prepare travel reimbursements and reconciliations via the Statewide Financial System (SFS)
• Establish and maintain effective working relationships with staff at all levels within the organization.
• Work in Access, Word, Excel, Outlook and other software applications.
• Other administrative duties as assigned.

Minimum Qualifications

NY HELPS This title is part of the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) program. For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required. However, 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 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.

Minimum Qualifications:

For Administrative Assistant 1 (SG11): 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. Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

For Administrative Assistant Trainee 2 (SG10): 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 Administrative Assistant Trainee 1 (SG8): 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. Upon satisfactory completion of the 12-month training at the Trainee 1 level, you will automatically advance to Trainee 2. You must successfully complete a second 12 month training period to advance to the full performance level of this title.

List Eligibility
Open to those reachable on the Administrative Assistant 1 eligible list.

Promotion Eligibility
One year of service in a clerical title allocated to a Salary Grade 6 and above; and completion of a two-year traineeship.

Transfer Eligibility
Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law. Information regarding transfer eligibility may be available on the Civil Service Career Mobility Office website. (Important Note: Per Civil Service Law, an employee cannot have two, consecutive upward 70.1 or 52.6 transfers without an intervening eligible list appointment if such transfers would exceed two salary grades.)

Reinstatement Eligible
Candidates who previously held this title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis may be eligible for reinstatement upon approved from the Civil Service Commission.

Additional Comments

SALARY RANGE
• Full title Administrative Assistant 1, SG11: $48,006 - $60,467
• Trainee level 2, SG10: $45,260 - $57,289
• Trainee level 1, SG8: $40,625 - $51,533

Salary : $40,625 - $60,467