Position Information

NY HELPYes

AgencyState, Department of

TitleAdministrative Assistant 1 / Trainee 1-2 (NY HELPS) - Vacancy ID# 185542

Occupational CategoryAdministrative or General Management

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County New York

Street Address 450 7th Avenue

City New York

StateNY

Zip Code10123

Job Specifics

Duties Description Reporting to the Director and Assistant Director, the Administrative Assistant 1 will be assigned to provide administrative and clerical support to the nine professional staff of the Office of Faith and Nonprofit Development Services (OFNDS).

• Provide administrative support to OFNDS professional staff.
• Manage and maintain schedules and calendars; schedule and confirm meetings, conferences, and events.
• Make travel arrangements for staff, ensuring all applicable travel rules are adhered to; create and submit travel expense reports for staff, ensuring appropriate supporting documentation is included.
• Take meeting minutes and summarize information; compose, type, and distribute meeting notes, correspondence, and reports.
• Review work products to check for correct spelling and proper grammar, ensure that office format policies a.re followed, and recommend revisions, as needed.
• Prepare electronic and/or hardcopy materials for use by staff at public meetings and events.
• Assist in creating materials for outreach, marketing and messaging surrounding OFNDS programming.
• Provide administrative support to OPDCI customers, stakeholders, and the public.
• Answer telephone and give information to callers; take messages; and transfer calls to appropriate individuals.
• Greet visitors and handle programmatic inquiries; direct visitors to meeting locations and applicable staff.
• Receive delivery of packages and shipped items.
• Open, read, route, and distribute incoming electronic and hardcopy mail, including the OFNDS public email box, and answer routine inquiries.

• Provide and coordinate office administration services.
• Track and coordinate assignments from managers to professional staff.
• Utilize office automation software to perform clerical tasks in support of office activities, including email, database, spreadsheets and word processing applications.
• Create, maintain, and enter information into spreadsheets and databases to support the smooth and efficient assignment, delegation, completion and tracking of work products.
• Set up and manage paper and electronic filing systems; make copies of various documents, place them in proper files, and distribute to appropriate staff.
• Operate office equipment, including printers, scanners, and copiers; arrange for repairs when equipment malfunctions.
• Mail various items including letters, reports, and promotional materials; prepare packages and arrange for them to be shipped.
• Order, distribute, and maintain supplies.

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 (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 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:
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. 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. 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. 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. 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. 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.

Or

Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration,
secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes
for two years of experience.

COMPETITIVE MINIMUM QUALIFICATIONS:
Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-6 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.

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.

KEYBOARDING EXAM QUALIFICATIONS:
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.

Preferred Qualification:
• Office management or administrative support experience within a government agency.
• Experience with NYS government IT systems, such as the Statewide Financial System (SFS); proficiency with MS Word, Excel and Outlook, and Adobe Pro.
• Proficiency with web-based meeting and scheduling platforms, such as WebEx, MS Teams, and Zoom.

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.

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

How to Apply

Name HR/DK

Telephone 518-474-2752

Fax 518-402-3656

Email Address HRM.Recruitment@dos.ny.gov

Address

Street 99 Washington Ave

Suite 1150

City Albany

State NY

Zip Code 12231

 

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.