Position Information

NY HELPYes

AgencyCivil Service, Department of

TitleProgram Aide

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade13

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $53478 to $67176 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

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

Location

County Albany

Street Address Empire State Plaza – Agency Building 1

City Albany

StateNY

Zip Code12239

Job Specifics

Duties Description The Staffing Services Division is responsible for assisting State agencies with staffing New York State partner agencies. To better serve our partner agencies, and make examinations more accessible and convenient for all, the Department is in the process of transforming our business, and will soon be implementing a new examination model that will offer testing on a more frequent basis with examinations held via a hybrid variety of methods, including online training and experience exams, and multiple-choice written exams in state-operated computer-based testing centers statewide, and this position will help play an important role in ensuring the success of this new approach to civil service testing and hiring.

• The Staffing Line Section of SSD serves state agencies by providing appointment and recruitment solutions to meet hiring needs as well as providing customer service to examination candidates and job seekers.
• The Continuous Recruitment Section of SSD assists in the development of continuous recruitment examinations and specialized hiring programs that will transform the New York State recruitment and hiring process.
• The Employment Records Section of SSD provides administrative support and answers questions from NYS employees and the general public regarding eligible lists and how to use the Eligible List Management System (ELMS).

The Program Aide, under the general direction of a Human Resources Specialist (Staffing) duties in the Staffing Service Division will perform various Division activities in support of the examination, career mobility and technical assistance programs, and will be responsible for various administrative duties, but are not limited to the following:

• Monitor exam application reports and work to investigate and resolve various issues including non-reviewed applications, disqualified applicants/disqualification errors, and out of country approved applicants;
• Research and respond to questions from applicants regarding their application status, how to resolve disqualified applications, guidance on eligible list status, and provide merit system guidance;
• Maintain and update various Staffing systems, to ensure consistency with updates; coordinate and communicate updates with appropriate Divisions and/or agencies and/or applicants/employees/list eligibles; and manage/move applicant records;
• Review, finalize and post examination announcements; develop and administer e-mail system communications for mass mailings regarding examinations
• Review and resolve appropriate technical assistance issues; submit tickets for unresolved issues and escalate as appropriate, and complete technical on-and off-boarding for Staffing Services staff
• Review candidate employment histories to determine eligibility for promotion examinations;
• Provide administrative support including data entry, processing eligible list revocations, eligible list change notices, duplicate exam score notices, promotion unit code updates, and eligible list restoration request;
• Work with the Human Resources Specialists to identify reporting needed related to Staffing Services programs and work with ITS staff to develop and produce such reports; and Perform internal control reviews of SSD programs, make recommendations, and create related documentation or reports.

If placed in the Employment Records Section, this position may include, but is not limited to:

• Reviewing candidate employment histories to determine eligibility for
promotion exams and coding the Promotional Application Entry System PROMAPS) used for promotion application review.
• Providing administrative support including data entry, processing list revocations, list change notices, duplicate score notices, promotion unit code updates, and list restoration requests.
• Answering a variety of questions from New York State employees and the general public regarding such topics as their status on eligible lists and how to use the Eligible List Management System (ELMS) by email through a shared email mailbox box as well as by telephone.
• Supervision of up to two lower-level clerical staff.

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 of 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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as a/an Program Aide, if less than one year, you must be currently reachable on the Program Aide eligible list for the Albany location if one exists.

COMPETITIVE QUALIFICATIONS:
You must be reachable on the current eligible list or eligible for transfer. Any active transition or promotion list(s) must be exhausted to appoint under the NY HELPS program.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and 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/.

SUBSEQUENT 55B/C QUALIFICATIONS:
A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 11. To be considered, you must provide a copy of your letter of eligibility with your response.

55 B/C QUALIFICATIONS:
Current permanent non-competitive state employees certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.

Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.

You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are:

Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Additional Comments Please note workday hours can be 8:00am – 4:00pm or 8:30am - 4:30pm.

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among its duties, the Department:
• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING:
DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service 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 YourFutureBeginsHere@cs.ny.gov

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

How to Apply

Name Caroline Bearor

Telephone 5184734306

Fax

Email Address YourFutureBeginsHere@cs.ny.gov

Address

Street Empire State Plaza, Agency Building #1

Floor #10 Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

 

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# 204987 you are applying for in the subject line of your email.