Administrative Assistant 1 (NY HELPS)

Duties Description • Provide secretarial support to managers and attorneys including production of complex and detailed legal documents and reports as required according to required format and within established time frames and deadlines, mailings by certified or overnight mail, copying, scanning and organizing documents

• Track and open files for legislative matters both in hard copy and electronic formats; use Law Manager case management system for electronic files.
• Assist with opening Advisory Opinion files, prepare in proper format and post on the Department Intranet page.
• ECCU contact person for the Division. Route to appropriate staff and ensure timely responses.
• Answer telephones, respond to questions and refer calls to appropriate staff.
• Prepare expense reports in Statewide Financial System (SFS) for attorneys who travel
• Accept service of process.
• Schedule meetings.
• Make travel arrangements and lodging reservations.
• Perform other related tasks as required. Supervision may be required.

Meet the Department’s time and attendance rules and regulations

Minimum Qualifications 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, this title may be filled via a noncompetitive appointment, which means no examination is required but 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 of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS

NY HELPS PROMOTION MINIMUM QUALIFICATIONS:
One year of permanent service as an Office Assistant 2 (Keyboarding).
NON-COMPETITIVE MINIMUM QUALIFICATIONS:
Note: Administrative Assistant 1 may be filled as a two-year traineeship, placement above trainee 1 is at the discretion of the hiring agency. Your resume should clearly indicate your qualifying experience by describing in detail the duties you completed for each position, and you should indicate the time spent in each position with the beginning and end dates.

• Administrative Assistant Trainee 1 (equated to SG-8, starting salary $42,209):

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.

• Administrative Assistant Trainee 2 (equated to SG-10, starting salary $47,110):

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.

• Administrative Assistant 1 (SG-11, starting salary $49,841):

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.
Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses.
Education Substitution:

• Certification (e.g., IAAP Certified Administrative Professional) substitutes for two years of experience.

or

• An associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

If you qualify with education or certification, please include this with your application. Your unofficial transcripts should show your name, school’s name, type of degree, date degree was awarded. If your degree was earned from a school 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
COMPETITIVE MINIMUM QUALIFICATIONS

• Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and regulations.

OR

• Reachable on the appropriate eligible list for this title and location. If you are canvassed, you must reply to the canvass.

55-b/c ELIGIBLE EMPLOYEES:
You must meet the requirements for a subsequent 55-b or 55-c appointment, please include your letter of eligibility from the Department of Civil Service dated within the last three (3) years with your application.