NY HELPYes

AgencyTaxation & Finance, State

TitleAdministrative Assistant 1 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $47695 to $58447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? Yes

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 299 Old Niskayuna Road (Wade Road)

City Latham

StateNY

Zip Code12110

Duties Description • Assist in answering and screening telephone calls for main and Disclosure phone lines and direct to proper staff; take phone messages that include all pertinent information to enable staff to be prepared when returning the call.
• Prepare, review and process various personnel forms.
• Act as a liaison for online performance evaluation, personnel, and benefit questions.
• Prepare posting notices for items to be filled.
• Canvass civil service lists and properly record responses.
• Prepare equipment requests for new employees.
• Enter and retrieve data using various computer systems and applications.
• Perform office support duties as directed by supervisor such as preparing correspondence, photocopying, scanning, filing, and assisting with routine clerical functions.
• Open and distribute incoming mail.
• Type and proofread from handwritten and printed material, memoranda, correspondence and reports; typing should be accurate and edited to ensure proper spelling, grammar and punctuation usage.
• Schedule meetings, secure locations for conference rooms, and arrange for visitors as needed.
• Communicate effectively orally and in writing.
• Operate office equipment such as printers, photocopiers and scanners.
• Purchase/requisition functions, including gathering requests from staff for office supplies, etc., research price and availability, reconcile P-Card transactions at month end.
• Maintain records inventory in C Cage in basement; fulfill requests for records retrieval from C Cage; work with Files Management and OSB staff to transfer records between Wade Road and Campus.
• Follow Department rules and division procedures and policies including the Code of Conduct, ethics practices, security and confidentiality rules.
• Adhere to the Department’s time and attendance rules and regulations.

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
(within one year of permanent appointment), itis 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.
PROMOTION MINIMUM QUALIFICATIONS: One year of
permanent service as an Office Assistant 2 (Keyboarding).

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.

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.

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.
Note: Advanced placement in a traineeship is at the discretion of the hiring agency.

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.

COMPETITIVE MINIMUM QUALIFICATIONS:
Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations
OR
Reachable on the appropriate eligible list for this title and location.

Acceptable proof of degree for US accredited schools: unofficial transcripts or
diploma showing ALL of the following information:
Your name
School name
Degree was earned/awarded/conferred
Degree concentration/ major
Date degree was earned
Degrees earned from schools outside the United States:
You must provide an evaluation from one of the approved evaluators listed here: https://www.cs.ny.gov/jobseeker/degrees.cfm

Additional Comments • Assist in answering and screening telephone calls for main and Disclosure phone lines and direct to proper staff; take phone messages that include all pertinent information to enable staff to be prepared when returning the call.
• Prepare, review and process various personnel forms.
• Act as a liaison for online performance evaluation, personnel, and benefit questions.
• Prepare posting notices for items to be filled.
• Canvass civil service lists and properly record responses.
• Prepare equipment requests for new employees.
• Enter and retrieve data using various computer systems and applications.
• Perform office support duties as directed by supervisor such as preparing correspondence, photocopying, scanning, filing, and assisting with routine clerical functions.
• Open and distribute incoming mail.
• Type and proofread from handwritten and printed material, memoranda, correspondence and reports; typing should be accurate and edited to ensure proper spelling, grammar and punctuation usage.
• Schedule meetings, secure locations for conference rooms, and arrange for visitors as needed.
• Communicate effectively orally and in writing.
• Operate office equipment such as printers, photocopiers and scanners.
• Purchase/requisition functions, including gathering requests from staff for office supplies, etc., research price and availability, reconcile P-Card transactions at month end.
• Maintain records inventory in C Cage in basement; fulfill requests for records retrieval from C Cage; work with Files Management and OSB staff to transfer records between Wade Road and Campus.
• Follow Department rules and division procedures and policies including the Code of Conduct, ethics practices, security and confidentiality rules.
• Adhere to the Department’s time and attendance rules and regulations.

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

Name Antonietta Belott

Telephone

Fax

Email Address External.Application@tax.ny.gov

Address

Street W. A. Harriman State Office Campus Building 9, Room 256 Building 9, Room 256

City Albany

State NY

Zip Code 12227

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, and cover letter.
https://www7b.tax.ny.gov/HELP/gateway/HELP.home
You may be contacted to provide your full Social Security
Number for verification.