Review Vacancy
AgencyTaxation & Finance, State
TitleAdministrative Assistant 1 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $46306 to $56743 Annually
Duties Description The incumbent must be able to perform the following essential functions:
Clerical:
• Perform clerical related tasks such as creating, and maintaining and filing folders, data entering, photocopying, and distributing materials. Prepare envelopes, forms, and reports when required.
• Assist with setting up interviews, process tax validations, collect interview paperwork
• Create and submit 301’s for appointments, transfers, promotions, separations, etc.
• Send out appointment letters and new employee paperwork
• Collect and review completed new employee paperwork and forward to HR/Payroll.
• Send out non-select notices to Posting responses
• Miscellaneous tasks and special projects
Maintaining Records:
• Update Hiring charts when needed.
• Maintain and update Staffing Management Data Base
• Create and update Employee and Candidate folders
• Maintain the Probation 202/203 mailbox
Communication and Intrapersonal Skills:
• Communicate clearly and effectively, both verbally and in writing
• Respond to inquiries in a timely and professional manner.
• Work closely with Personnel on all aspects of hiring process.
• Establish and maintain effective working relationships with co-workers and management.
• Maintain confidentiality of information, exercise good judgment.
• Multi-task and prioritize assignments, organize workload.
• Collaborate constructively with other staff to identify problem areas and resolve issues.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Develop a strong working knowledge of agency computer systems and Staffing Management Databases.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
Minimum Qualifications 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 permanent 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, 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: 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.
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.
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.
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.
OR
Current NYS employee with one year or more of qualifying permanent service as an Office Assistant 2-Keyboarding.
COMPETITIVE MINIMUM QUALIFICATIONS:
The selected candidate must be reachable on the eligible list for this title and location under Civil Service Law, Rules and Regulations.
OR
The selected candidate must be eligible for a 70.1 transfer under Civil Service Law, Rules and Regulations.
Candidates will be required to pass a keyboarding proficiency test (if moving out of a non-typing title) prior to appointment AND documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing; AND successful completion of four elective administrative support courses by completion of probation.
OHRM will schedule tests as needed.
Additional Comments Work hours and telecommuting options to be discussed during the interview.
Appointment to each level of the traineeship will depend on which minimum qualifications are met.
The salary listed is a range, starting from the Trainee 1 level and ending at the Journey level, this will depend on what level the candidate is coming in at.
This location is eligible for location pay, in addition to the salary range listed.
New York State is an equal opportunity employer. It’s the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.
Some positions may require additional credentials or a background check to verify your identity.
Some positions may require additional credentials or a background check to verify your identity.
Email Address External.Application@tax.ny.gov
Address
Street W A Harriman State Office Campus
Notes on ApplyingQualified candidates should copy the below web address into your browser to complete the online application for the Department of Tax and Finance. Within the application, you will attach your resume.
https://www7b.tax.ny.gov/HELP/gateway/HELP.home