What are the responsibilities and job description for the Administrative Assistant 1 (NY HELPS) position at State of New York - Taxation & Finance, State?
The duties that the incumbent of the vacancy will be expected to perform. Duties Description • Assist in answering and screening telephone calls for main and Disclosure phone lines and direct to proper staff; take phone messages that include all pertinent information to enable staff to be prepared when returning the call.• Prepare, review and process various personnel forms.• Act as a liaison for online performance evaluation, personnel, and benefit questions.• Prepare posting notices for items to be filled.• Canvass civil service lists and properly record responses.• Prepare equipment requests for new employees.• Enter and retrieve data using various computer systems and applications.• Perform office support duties as directed by supervisor such as preparing correspondence, photocopying, scanning, filing, and assisting with routine clerical functions.• Open and distribute incoming mail.• Type and proofread from handwritten and printed material, memoranda, correspondence and reports; typing should be accurate and edited to ensure proper spelling, grammar and punctuation usage.• Schedule meetings, secure locations for conference rooms, and arrange for visitors as needed.• Communicate effectively orally and in writing.• Operate office equipment such as printers, photocopiers and scanners.• Purchase/requisition functions, including gathering requests from staff for office supplies, etc., research price and availability, reconcile P-Card transactions at month end.• Maintain records inventory in C Cage in basement; fulfill requests for records retrieval from C Cage; work with Files Management and OSB staff to transfer records between Wade Road and Campus.• Follow Department rules and division procedures and policies including the Code of Conduct, ethics practices, security and confidentiality rules.• Adhere to the Department’s time and attendance rules and regulations.
The minimum qualifications required for this vacancy. Minimum Qualifications This title is part of the New York Hiring for Emergency LimitedPlacement Statewide Program (NY HELPS). For the duration ofthe NY HELPS Program; this title maybe filled via a permanentnon-competitive appointment, which means no examination isrequired but all candidates must meet the minimumqualifications of the title for which they apply. At a future date(within one year of permanent appointment), itis expectedemployees 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.PROMOTION MINIMUM QUALIFICATIONS: One year ofpermanent service as an Office Assistant 2 (Keyboarding).NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Assistant Trainee 1: Six months of experience inadministrative 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: One year of experience inadministrative 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: Two years of experience inadministrative support, which includes use of office software(e.g., email, word processing), provision of customer service,business writing, and/or office administration.Note: Advanced placement in a traineeship is at the discretion of the hiring agency.Substitution: Certification (e.g., IAAP Certified AdministrativeProfessional) or associate degree in office administration,secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.COMPETITIVE MINIMUM QUALIFICATIONS: Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and RegulationsORReachable on the appropriate eligible list for this title and location. Acceptable proof of degree for US accredited schools: unofficial transcripts ordiploma showing ALL of the following information: Your nameSchool nameDegree was earned/awarded/conferredDegree concentration/ majorDate degree was earnedDegrees earned from schools 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
Additional comments regarding the vacancy. Additional Comments The Department of Taxation and Finance (DTF) strives toprovide New Yorkers with the highest level of service possible.To do so, it is of the utmost importance that we recruit andretain a high-quality, skilled, and diverse workforce. Nearly 18million New Yorkers rely on our employees to accuratelyapportion funds for schools, roads, medical care, securityservices, conservation programs, and much, much more. We arecommitted to administering the state’s tax systems fairly,courteously, and cost effectively. We believe the way to do this isto partner the skills, creativity, and ingenuity of our workforcewith the best technologies available. When responding to thisposting, please include the Vacancy ID# and title in the subjectline. Please provide your resume and social security number todetermine appointment transfer eligibility.The salary listed is a range, starting from the Trainee 1 level andending at the Journey level, this will depend on what level thecandidate is coming in at.New York State is an equal opportunity employer. It’s the policyof the state of New York to provide for and promote equalopportunity in employment, compensation, and other terms andconditions of employment without discrimination on the basis ofage, race, color, religion, disability, national origin, gender,sexual orientation, marital status, or an arrest or criminalconviction record unless based on a bona fide occupationalqualification or other exception. Any candidate selected for this position will be subject to are view 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 incompliance 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).
Some positions may require additional credentials or a background check to verify your identity.
The minimum qualifications required for this vacancy. Minimum Qualifications This title is part of the New York Hiring for Emergency LimitedPlacement Statewide Program (NY HELPS). For the duration ofthe NY HELPS Program; this title maybe filled via a permanentnon-competitive appointment, which means no examination isrequired but all candidates must meet the minimumqualifications of the title for which they apply. At a future date(within one year of permanent appointment), itis expectedemployees 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.PROMOTION MINIMUM QUALIFICATIONS: One year ofpermanent service as an Office Assistant 2 (Keyboarding).NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Assistant Trainee 1: Six months of experience inadministrative 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: One year of experience inadministrative 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: Two years of experience inadministrative support, which includes use of office software(e.g., email, word processing), provision of customer service,business writing, and/or office administration.Note: Advanced placement in a traineeship is at the discretion of the hiring agency.Substitution: Certification (e.g., IAAP Certified AdministrativeProfessional) or associate degree in office administration,secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.COMPETITIVE MINIMUM QUALIFICATIONS: Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and RegulationsORReachable on the appropriate eligible list for this title and location. Acceptable proof of degree for US accredited schools: unofficial transcripts ordiploma showing ALL of the following information: Your nameSchool nameDegree was earned/awarded/conferredDegree concentration/ majorDate degree was earnedDegrees earned from schools 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
Additional comments regarding the vacancy. Additional Comments The Department of Taxation and Finance (DTF) strives toprovide New Yorkers with the highest level of service possible.To do so, it is of the utmost importance that we recruit andretain a high-quality, skilled, and diverse workforce. Nearly 18million New Yorkers rely on our employees to accuratelyapportion funds for schools, roads, medical care, securityservices, conservation programs, and much, much more. We arecommitted to administering the state’s tax systems fairly,courteously, and cost effectively. We believe the way to do this isto partner the skills, creativity, and ingenuity of our workforcewith the best technologies available. When responding to thisposting, please include the Vacancy ID# and title in the subjectline. Please provide your resume and social security number todetermine appointment transfer eligibility.The salary listed is a range, starting from the Trainee 1 level andending at the Journey level, this will depend on what level thecandidate is coming in at.New York State is an equal opportunity employer. It’s the policyof the state of New York to provide for and promote equalopportunity in employment, compensation, and other terms andconditions of employment without discrimination on the basis ofage, race, color, religion, disability, national origin, gender,sexual orientation, marital status, or an arrest or criminalconviction record unless based on a bona fide occupationalqualification or other exception. Any candidate selected for this position will be subject to are view 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 incompliance 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).
Some positions may require additional credentials or a background check to verify your identity.