Administrative Assistant 1 / Trainee 1-2 (NY HELPS) - Vacancy ID# 152647

at  State Department of

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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
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 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:

Administrative Assistant Trainee 1:
Possess a High School or High School equivalency diploma.
Administrative Assistant Trainee 2:
Possess a High School or High School equivalency diploma; and 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 management of an office.
Administrative Assistant 1:
Possess a High School or High School equivalency diploma; and two years of experience in administrative support, which includes use of office support (e.g., email, word processing), provision of customer service, business writing, and management of an office. SUBSTITUTION: 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.

70.1 TRANSFER QUALIFICATIONS:

One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 6 or higher eligible for transfer and determined to be similar by Civil Service.
Some titles eligible for transfer require special qualifications, if applicable the special qualifications are:
Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS equated Grade 8, and Administrative Assistant Trainee 2, NS equated Grade 10 leading to Administrative Assistant 1, Grade 11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete four elective courses prior to advancing to full title. The courses are offered to CSEA and M/C employees through the New York State & CSEA Partnership. Equivalent coursework may be accepted in lieu of these courses as determined by the Department of State (DOS). Trainees will be able to complete the courses either through classroom or online training and webinars, or equivalent offerings through another entity as determined by the agency.
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 requires special qualifications for 52.6 or 70.1 transfer as detailed above.

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. You must also meet the following Non-Competitive Minimum Qualifications:
Administrative Assistant Trainee 1:
Possess a High School or High School equivalency diploma.
Administrative Assistant Trainee 2:
Possess a High School or High School equivalency diploma; and 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 management of an office.
Administrative Assistant 1:
Possess a High School or High School equivalency diploma; and two years of experience in administrative support, which includes use of office support (e.g., email, word processing), provision of customer service, business writing, and management of an office. SUBSTITUTION: 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.

KEYBOARDING EXAM QUALIFICATIONS:

Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy within 5 minutes prior to appointment.

PREFERRED QUALIFICATIONS:

• Knowledgeable in Excel, Outlook, and SharePoint
• Excellent organizational and time management skills
• Ability to prioritize tasks
• Detail-oriented and ability to multi-task
• Customer service experience
• Experience with facility management software systems
• Experience procuring and maintaining stockroom supplies

Duties Description

The Administrative Assistant 1 duties in the Bureau of Administrative Support Services will include but are not limited to the following:

• Provide support to the Bureau Director, as well as office staff, and serve as the office’s primary point of contact.
• Prepare and distribute routine correspondence, open and route incoming mail.
• Maintain all office files, review, and update office procedures, maintain Office calendar, schedule meetings and conference rooms, maintain office equipment and supplies.
• Respond and assist incoming telephone inquiries, greet, and assist visitors or agency personnel, manage the Bureau’s Help Desk, prioritize, and respond to Help Desk inquiries; Report/track building-related issues.
• Serve as the agency’s parking coordinator for OCP. Manage downtown Albany fleet vehicle and agency designated parking assignments.
• Process lease-related expenses, review invoices for accuracy, reconcile discrepancies, and maintain lease expenditure spreadsheets and files.
• Enter and monitor tickets entered in the Work-Order Tracking system.
• Make travel arrangements, obtain travel approvals, prepare travel vouchers.
• Review and update office forms; suggest drafts for new forms as needed.
• Assist in processing State Records Center records requests; employee onboarding/offboarding activities and perform office move-related tasks.