NY HELPYes

AgencyCriminal Justice Services, Division of

TitleAdministrative Assistant 1/Trainee

Occupational CategoryOther Professional Careers

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County New York

Street Address 80 South Swan Street

Alfred E. Smith Building

City Albany

StateNY

Zip Code12210

Duties Description Under the direction of a Criminal Justice Program Specialist 2, the Administrative Assistant 1/Trainee is assigned to the Administrative Services Unit within the Office of Public Safety and provides support to the Course Approvals Unit. Duties include but are not limited to:
• Review and enter training records into various database systems.
• Create and disseminate certificates and training related documents via word processing programs.
• Provide phone coverage and answer technical questions related to Peace Officer and Police Officer training records.
• Handle incoming correspondence for the unit and determine appropriate action.
• Prepare letters and reports for review and dissemination.
• Draft Course Approval Unit procedures, filing and tracking systems, both hard copy and electronic.
• Gather, maintain, and produce statistical information related to work productivity using standard data entry protocols and systems.
• Produce basic reports and other documentation using various processing methods for use in reports to supervisors.
• Prepare and maintain files for the unit.
• Assist in the preparation of monthly reports.
• Respond verbally and via e-mail to inquiries from clients related to work assignments.
• Answer client inquires related to training records.
• Open and distribute mail, answer telephone calls, and perform special duties as required.

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8):
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. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.

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, this title maybe filled via a non-competitive 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 title, employees may take part in any promotion examination for which they are qualified.

COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8): One year of permanent-competitive or 55B/C service in a title SG-6 or higher and otherwise eligible for transfer. *

Administrative Assistant Trainee 2 (NS, Equated to SG-10): One year of permanent-competitive or 55B/C service in a title SG-8 or higher and otherwise eligible for transfer. *

Administrative Assistant 1, SG-11: Permanent service in an Administrative Assistant 1 (formerly known as Secretary 1) title OR one year of permanent-competitive or 55B/C service in a title SG-9 or higher and otherwise eligible for transfer. *

NOTE: 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, SG-11. Completion of coursework is not required for appointment to the Trainee 1 level.

Please contact Human Resources for any questions on eligibility or regarding the traineeship.

* A list of titles eligible for 70.1 transfer may be found here https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm

Additional Comments Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

Please be advised that the Division of Criminal Justice Services does not currently offer sponsorship for employment visas.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, Inclusion and Accessibility Unit at DEIA@dcjs.ny.gov or (518) 485-1704.

Some positions may require additional credentials or a background check to verify your identity.

Name Dan Fitzgerald

Telephone 518-485-7740

Fax 518-457-4000

Email Address DCJSJobs@dcjs.ny.gov

Address

Street 80 South Swan Street

Alfred E. Smith Building

City Albany

State NY

Zip Code 12210

Notes on ApplyingPlease send a cover letter and resume to the email/address above. Please reference posting # 200518 on your cover letter.

DCJS was named to the Times Union’s list of 2017 through 2025 Top Workplaces as voted on by our employees.