Position Information

NY HELPYes

AgencyHomes and Community Renewal

TitleAdministrative Assistant 1 (NY HELPS) Part-Time

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $47695 to $58447 Annually

Employment Type Part-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 18.75

Workday

From 9 AM

To 1 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Onondaga

Street Address 620 West Erie Blvd

suite 312

City Syracuse

StateNY

Zip Code13204

Job Specifics

Duties Description The Administrative Assistant (AA) will provide support to the Section 8 Performance Based Contract Administration Team and to the HCR Syracuse office. Duties include:

• Greet visitors; maintain appearance of reception desk, bulletin boards, and guest areas.

• Receive phone and email inquiries to the Syracuse office; determine relevant program areas and liaison with staff to make appropriate referrals; track inquiries using an Excel Call log.

• Log and document facility issues at the Syracuse office; liaison with HCR Facilities staff and with property management staff; identify potential health and safety risks to employees and guests; report appropriately.

• Maintain general office functioning – troubleshooting computer and printer problems; loading printers, changing ink cartridges; operate postage machine; and track inventory of office supplies; submit and track supply orders.

• Assist with copying, storage, and destruction of documents; oversee the use of the H, W & Q drives and the file cabinets in the office; assist program staff in the storage and destruction of documents in compliance with the agency’s records retention policies.

• Conduct mailings as requested; create forms and labels; log, process, distribute, mail; and apply postage.

• Maintain video conference equipment and ensure operability for agency events including public hearings and monthly board meetings.

• Monitor and maintain a calendar of all upcoming industry and training events; maintain calendar for Syracuse conference room and resolve scheduling conflicts.

• Schedule meetings, conferences, trainings, and other events on behalf of staff; promote attendance, track RSVPs, etc.; create meeting agendas and draft meeting notes.

• Coordinate HCR participation in local events as requested, including Governor’s visits, the New York State Fair, etc.; assist on site at events as necessary including attendee check-in, greeting, etc.

• Coordinate and assist with travel as necessary; submit travel vouchers for DHCR and HTFC employees; help make travel arrangements, including booking hotels, vehicle rental reservations, etc.

• Acquire a basic understanding of the Section 8 PBCA Program, as well as other agency programs, through in-house training and research, agency website at https://hcr.ny.gov/, available handbooks, websites, references, etc.

• Coordinate communication on behalf of Section 8 PBCA program; assist with gathering content and comments for the NYPBCA Quarterly Newsletter; monitor and respond to public inquiries in the PBCA mailbox and by phone in Syracuse; receive phone and email inquiries; determine relevant program areas and liaison with staff to make appropriate referrals; track inquiries using an Excel Call log.

• Draft and edit Section 8 PBCA internal and external correspondence as requested; maintain and update as necessary an email library for the PBCA portfolio and prepare and send portfolio wide informational email blasts as requested.

• Monitor and distribute daily to Section 8 PBCA staff all relevant industry related communications.

• Ensure confidentiality for sensitive information, including Section 8 and other program data.

• Other duties as assigned.

Minimum Qualifications 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 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 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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

*MQ Substitution: 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.

A permanent non-competitive appointment may also be made pursuant to Section 52(7) of the Civil Service Law, if three or fewer qualified candidates in the department promotion field apply for this position. Qualifications for a non-competitive promotion for this title include: one year of service in a clerical title allocated to Grade 6 and above; and completion of a two-year traineeship*.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent or contingent permanent service in an eligible title for transfer determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title is transferrable.

This Administrative Assistant position is a 50%, part-time, in-person position.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments Please provide a current resume. Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please indicate the location of the position and paste the job duties into your reply.


**PLEASE NOTE: If you are brand new to state service, you will start at the hiring rate of this position. This position is part-time, 50%, and the salary will be pro-rated as such.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

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

How to Apply

Name HR

Telephone

Fax

Email Address job.opportunities@hcr.ny.gov

Address

Street 38-40 State St.

Room 2N

City Albany

State NY

Zip Code 12207

 

Notes on ApplyingPlease provide a current resume. Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please indicate the location of the position and paste the job duties into your reply.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.


**PLEASE NOTE: If you are brand new to state service, you will start at the hiring rate of this position. This position is part-time, 50%, and the salary will be pro-rated as such.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.