Administrative Assistant 1 or Trainee 1 or 2 (NY HELPS)

New York State

  • Albany, NY
  • $40,391-58,447 per year
  • Permanent
  • Full-time
  • 6 days ago
  • Apply easily
Duties Description Duties of the position include, but are not limited to, the following:
  • Perform Administrative Assistant 1 duties for Administrative Specialist staff members and assist Associate Deputy Commissioner;
  • Coordinate with the Bureau of Human Resources (BHR) as required;
  • Assist Office of Administrative Hearings staff members;
  • Maintain HR-related records and reports for Office of Administrative Hearings;
  • Advise and assist management with forms, charts, records, and reports involving staff member on-boarding, off-boarding, probation reports, annual performance programs, mid-year and annual evaluations;
  • Provide supervisors with partially completed (non-subjective) portions of forms complete;
  • Send reminders about upcoming evaluative reports, current reports, and overdue reports;
  • Advise supervisor of problems and delays;
  • Compare and contrast hiring authorization lists maintained by Bureau of Data Management (BDM), BHR, and OAH;
  • Track and report to supervisor regarding unfilled positions, ensure accurate and current authorized hiring lists, reuse prior completed and approved forms to generate "signature ready" forms to request permission to backfill staff members who depart or are promoted;
  • Assist in coordinating training projects and advise staff members of class availability or requirements when directed.
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, candidates may be hired via a non-competitive appointment if they meet the below NY HELPS minimum qualifications.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 QUALIFICATIONS:For Trainee 1 level, you must have 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.For Trainee 2 level, you must have 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.For the Full Performance Level, you must have 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.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.NON-COMPETITIVE PROMOTION QUALIFICATIONS:In accordance with Section 52.7 of the Civil Service Law, this notice advises all employees of the Office of Temporary and Disability Assistance (OTDA) of our option to conduct a non-competitive promotional examination for the position of Administrative Assistant 1 at OTDA. If three or fewer interested and qualified promotional candidates respond to this notice, the agency may, at its discretion, nominate a qualified employee for non-competitive promotion.To qualify, the candidate must have one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmOR55 B/C: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and must meet the minimum qualifications listed above. Information about the 55b/c program can be found here: https://www.cs.ny.gov/rp55/COMPETITIVE QUALIFICATIONS:Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. Information regarding transfer eligibility is available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.ORReachable on the appropriate eligible list in Albany.Please note: Titles which require special qualifications must also meet the following criteria:You must provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses listed below.For Trainee 2: Mandatory Administrative Support Courses: • Microsoft Word Basic • Customer Service • Organized Office Worker • Successful Business Writing ElectiveFor Full Performance Level: You must have completed the mandatory coursework for Trainee 2 AND have completed the following Elective Administrative Support courses: • Computer Skills and Technology • Interpersonal and Customer Relations • Professional and Self-Management • Verbal and Written Communication.To access the courses, please click on the following link: https://nyscseapartnership.org/administrative-assistant-traineeshipAdditional Comments A full-time permanent appointment will be made. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Candidates must be legally authorized to work in the United States.Your resume must indicate how you meet the minimum qualifications for this position. Non-specific submissions may be disqualified from further consideration if the information you provide does not meet the minimum qualifications.Salary for Trainee 1 starts at $40,391
Salary for Trainee 2 starts at $45,081Interested applicants should send an email with their resume attached to jobpostings@otda.ny.gov and reference posting #25-147. DO NOT REFERENCE THE VACANCY ID NUMBER.NYS OTDA seeks to promote a diverse workforce that is a representation of the various cultures, voices, backgrounds, ideas, and talents of the citizens and communities that we serve. We actively solicit and encourage applications from Black, Indigenous, and People of Color (“BIPOC”); LGBTQIA+ individuals; women; people with disabilities; and military veterans.Some positions may require additional credentials or a background check to verify your identity.

New York State