Position Information

NY HELPSYes

55-b/c EligibleYes

AgencyVeterans' Services, Department of

TitleAdministrative Assistant 1 (HELPS) - VID 227744

Occupational CategoryOther Professional Careers

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $42209 to $61076 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

InternshipNo

Jurisdictional Class Non-competitive Class

Travel Percentage 15%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Erie

Street Address 3495 Bailey Ave, Room 602C

City Buffalo

StateNY

Zip Code14215

Job Specifics

Duties Description Duties include, but may not be limited to:
• Greet clients and answer phone. Handle routine questions; make appropriate referrals. Maintain telephone records for follow-up.
• Write/Type correspondences.
• Input all new veterans’ information into the Case Management system.
• Log mail into the Case Management system when appropriate.
• Scan and input documents into the Case Management system.
• Assist veterans in filling out applications/forms (not Compensation or Pension applications).
• General correspondence.
• Maintain correspondence files, administrative and client files; keep necessary pending systems to monitor and track paper flow and claims.
• Make sure all requisitions, time sheets, and vouchers are on time.
• Maintain a neat and professional office with adequate inventory of supplies, forms, postage, and brochures.
• Utilize your “outlook” calendar for all daily activities and appointments. All client appointments and work- related activity should be accounted for on the “outlook” calendar. Access shall be given to your direct supervisor.
• Upload scanned images from office folders.
• Other duties as directed.

Notes:
• Travel may be required (approximately 10-15%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required or otherwise demonstrate the capacity to meet the transportation needs of the job.

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience, certification, and education.

Required Experience:
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.

**Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of required experience OR IAAP Certified Administrative Professional OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

OR Applicants can be appointed if they are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 06 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional Comments *There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.

The NYS Department of Veterans Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply.

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

How to Apply

Name Human Resources/JY

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

 

Notes on ApplyingPlease submit a resume and cover letter to HRresumes@ogs.ny.gov detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.