Position Information

NY HELPYes

AgencyState, Department of

TitleAdministrative Assistant 1/Trainee 1-2 (NY HELPS) - Vacancy ID# 176858

Occupational CategoryAdministrative or General Management

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 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 99 Washington Avenue

City Albany

StateNY

Zip Code12231

Job Specifics

Duties Description Reporting to the Director of Financial Administration, The Administrative Assistant provides executive level administrative support of Fiscal operations in the Department of States Bureau of Fiscal Management including but not limited to:
• Department of State (DOS) Freedom of Information Law (FOIL) request management, coordination, intake tracking and distribution: Assistant the Records Access Office, FOIL Counsel, and other Assistant records Access Officers by coordinating and maintaining the Department’s Open Foil Database, ensuring Foil responses are properly distributed among DOS Divisions, fully and properly vetted prior to distribution, and that all FOIL correspondence is appropriate and timely.
• Ensure proper clerical, telephone, and administrative support coverage.
• Maintain general office stock inventory and requisition of office supplies.
• Assist Bureau of Administrative Support Services (BASS) with the management of office equipment and general reviews of space needs.
• Ensure that all equipment is properly installed and operating and communicate with BASS when maintenance, repair or replacement is required.
• Assist with setting up meetings for the Director, Assistant Directors, and units within the Bureau of Fiscal Management.
• Serve as the Records Management liaison for the Bureau, compiling transfer lists, packing, and labeling record center boxes and coordinating shipping.
• Serve as the Human Resources (HR) Liaison for the Bureau, maintaining confidential information and meeting with DOS HR on hiring needs, including recruitment and onboarding tasks.
• Serve as Point of Contact to report facility issues to building management and BASS for the Bureau.
• Provide General Administrative Support:
o Open, review, sort and distribute mail in accordance with staff assignments.
o Answer the main telephone line.
o Respond to questions concerning program, policy, and procedures. Refer most complex technical questions to appropriate staff.
o Monitor and track status of B1184 requests, compile Out-of-State travel packages for review by Executive and Chamber Staff.
o Design, set up and maintain files (including electronic and paper) of correspondence/documents; code and file material; search for requested material and periodically purge obsolete material for storage in records center for disposal.
o Schedule meetings and maintain multiple calendars.
o Assist DOS Travel Administrator with SFS roles and onboarding agency travelers.
o Assemble and coordinate background materials for meetings and conferences, including interview and hiring packets.
o Undertake various special projects and assignments as may be required/requested from time to time by the Director of Fiscal Management.

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 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 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 Qualifications:
• Office Management or administrative support experience within a state agency.
• Experience with NYS government IT systems, such as State Financial System (SFS) and Agency Spending Controls Application (ASCA).
• Proficiency in MS Word, Excel, 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.

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

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

Contact Information

Name Deirdre Kelly

Telephone 518-474-2752

Fax 518-402-3656

Email Address HRM.Recruitment@dos.ny.gov

Address

Street 99 Washington Avenue

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, 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.