Position Information

NY HELPYes

AgencyCriminal Justice Services, Division of

TitleAdministrative Assistant 1/Trainee

Occupational CategoryOther Professional Careers

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $39215 to $56743 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 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? Yes

Location

County Albany

Street Address 80 South Swan Street

Alfred E. Smith Building

City Albany

StateNY

Zip Code12210

Job Specifics

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8):
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, NS (Equated to SG-10):
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, SG-11:
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.

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.

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 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.

COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8): One year of permanent-competitive or 55B/C service in a title SG-6 or higher and otherwise eligible for transfer. *

Administrative Assistant Trainee 2 (NS, Equated to SG-10): One year of permanent-competitive or 55B/C service in a title SG-8 or higher and otherwise eligible for transfer. *

Administrative Assistant 1, SG-11: Permanent service in an Administrative Assistant 1 (formerly known as Secretary 1) title OR one year of permanent-competitive or 55B/C service in a title SG-9 or higher and otherwise eligible for transfer. *

NOTE: Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas, through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11. Completion of coursework is not required for appointment to the Trainee 1 level.

Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam prior to appointment. 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.

Please contact Human Resources for any questions on eligibility or regarding the traineeship.

* A list of titles eligible for 70.1 transfer may be found here https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm

Duties Description Under the direction of an Administrative Specialist 1, the Administrative Assistant 1, SG-11, will serve as the Office of Probation and Correction Alternative’s (OPCA) administrative support.

Specific duties include, but are not limited to:

• Serve as OPCA’s secondary liaison to DCJS’ Finance Office ensuring compliance with agency financial requirements.
• Maintain accurate P-Card and NET Card records and submit transaction logs in a timely manner.
• Make hotel reservations for non-state employees; coordinate arrangements with travelers and hotel; resolve issues related to reservation and tax-exempt charges.
• Assist with the Annual Probation Plan and Application including entry or uploading of the annual plan data, conduct queries, make suggested recommendations, prepare reports as requested, track submission of the plans, waiver requests, status of requested material, correspondence between OPCA and departments, and final approvals.
• Assist with tracking new Probation Director appointments.
• Order and maintain supplies for the office.
• Initiate purchase orders and enter documents on behalf of the units for Internal Review; coordinate Okay to Pay invoices in Oracle with pertinent unit.
• Support OPCA training activities by managing the automated training registrant system; assist with preparation of correspondence and course material for dissemination and ordering supplies; assist at training events including registration and preparing names badges and tent cards.
• Provide phone and administrative coverage, as needed, including scheduling meetings, review correspondence, and send e-mails and disseminate documents.
• Assist in managing the receipt of monthly and quarterly reports and tracking logs; send notifications to programs regrading submissions.
• Coordinate with managers and interview panels to schedule candidate interviews.
• Create, maintain, and enter information into spreadsheets and databases, produce statistical information and reports.
• Produce basic reports and other documentation using word processing methods for use in reports.
• Assist in tracking and maintaining documents received from external entities.
• Establish and maintain both electronic and hard copy files.
• Schedule meetings (in-person and virtual), take meeting minutes, review correspondence, and send e-mails and documents and serve as backup on the primary OPCA phone line.
• Perform additional duties as assigned.

Additional Comments Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity and Inclusion Unit at DEIA@dcjs.ny.gov or (518) 485-1704.

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

Contact Information

Name Michael Rockwell

Telephone (518) 457-5569

Fax 518-457-4000

Email Address DCJSJobs@dcjs.ny.gov

Address

Street 80 South Swan Street

Alfred E. Smith Building

City Albany

State NY

Zip Code 12210

 

Notes on ApplyingPlease send a cover letter and resume to the email address above. Please reference posting #174953 on your cover letter.

DCJS was named to the Times Union’s list of 2017 through 2024 Top Workplaces as voted on by our employees.