Review Vacancy
TitleAdministrative Assistant 1, Trainee 1, Trainee 2 (NY HELPS) - Vacancy ID # 220796
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $36232 to $58447 Annually
Duties Description The Administrative Assistant 1 will provide day-to-day administrative support to the Development and Ocean & Great Lakes Divisions, including but not limited to the following:
• Preparation, review and processing of program material and documents, including Consistency applications and other program related documents.
• Review Consistency applications to determine completeness of submissions based on established policies and procedures for various types of submissions.
• Reach out verbally and/or in writing to gather additional information, resolve discrepancies or provide guidance on revised submissions.
• Maintain and enter information and status information into databases, spreadsheets and workflows, including creating new entries and attachments for program staff.
• Monitor the program-specific shared email folders and process, distribute and/or respond to inquiries as appropriate.
• Communicate regularly with program staff in a professional courteous and well-informed manner to address issues and maintain program coordination.
• Follow up with program staff on pending items to maintain efficient workflow and ensure important deadlines are met.
• Participate in meetings to record topics, decisions and action items.
• Draft and track time-sensitive correspondence.
• Answer questions and assist the public as well as state and municipal representatives.
• Assist with preparation of public notices and coordinate publishing on DOS website.
• Set up and maintenance of paper and/or electronic filing systems.
• Perform document retention activities such as organizing submissions to and retrievals from NYS Archives.
• Assist with the development and implementation of program and administrative procedures.
• Coordinate and arrange meetings, WebEx, team calendars and travel.
• Prepare, review and edit Word, Excel and PowerPoint documents.
• Operate office equipment such as multi-line phones, printers, scanners, and photocopiers and assist with equipment training.
• May provide direct and/or functional supervision of clerical staff in the performance of lower-level clerical tasks, including prioritizing and reviewing assigned work.
• Perform various other administrative support activities and special projects for OPDCI programs and staff.
Minimum Qualifications NON-COMPETITIVE 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, this title may be 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, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
The minimum qualifications for Non-Competitive appointment are:
Administrative Assistant 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.
Administrative Assistant 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.
Administrative Assistant 1:
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.
*Or
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.
55 B/C APPOINTMENT: This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.
COMPETITIVE MINIMUM QUALIFICATIONS:
CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.
TRANSFER QUALIFICATIONS: Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-06 or higher and otherwise eligible for transfer under Civil Service Law.
A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRM.Recruitment@dos.ny.gov
Address
Suite 1150
Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, resume, degree/transcript, and New York State Part 1 Application (https://dos.ny.gov/employment-opportunities) to HRM.Recruitment@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.