Position Information

NY HELPYes

AgencyState, Department of

TitleAdministrative Assistant 1 / Trainee 1-2 (NY HELPS) - Vacancy ID# 170160

Occupational CategoryClerical, Secretarial, Office Aide

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 8:30 AM

To 4:30 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

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

Duties Description The Administrative Assistant 1 duties in Division of Consumer Protection (DCP) will include but are not limited to the following:

• Communication Coordination:
o Produce and manage division correspondence.
o Schedule meetings, video conferences and conference calls.
o Provide, as needed, and not limited to, telephone coverage, mail distribution, supply ordering, sending, and managing e-faxes, processing monies received as needed.
o Manage inquiries and their referral to appropriate staff.
o Make travel arrangements, obtain approvals, and prepare vouchers.
o Perform additional duties as assigned.
• Develop & Revise Work Methods as needed:
o Organize the flow of paper in the office.
o Based on personal observations of the need for procedural changes or modifications in the office, implement or suggest new or revised procedures.
o Develop, maintain, and update office procedure manuals.
o Review forms used by the organizational units, suggest changes and draft new forms.
o Orient staff to office and agency procedures.
o Assist with DCP library/archive maintenance and updates.
• Maintain Tracking System:
o Gather, monitor, and update status of Public Service Commission (PSC) proceedings to provide a basis for assessment for action by the Utility Intervention Unit (UIU).
? For those cases that UIU will be acting on, monitor filings at the PSC, develop a summary of the issues and recent actions, work with program staff to confirm information, update tracking system.
? For those cases that UIU will not be acting on, periodically monitor to assess if circumstances have changed.
o Gather, monitor, and update status of Federal Energy Regulatory Commission that affect the New York Independent System Operators (NYISO) as specified by UIU staff.
• Assist With Contracting Process:
o Work with program staff to develop request for proposals (RFP), requests for quotes (RFQ), and other competitive solicitations for internal approval and maintain RFQ/RFP documentation.
o Coordinate with other departments, as necessary.
o Conduct necessary outreach and maintain documentation.
o Assist with program staff in developing vendor award package for internal approval and maintain necessary documentation.
o Develop waiver forms, if necessary.
• Assist With Proceedings:
o Edit, format, and proofread and review documents, both legal and technical.
o Coordinate with other departments, as necessary.
o Maintain paper and electronic files including case initiation and closure and archival of case files.
o Maintain litigation and settlement calendars.

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.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.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 Nicholas Dariano

Telephone 518-474-2752

Fax 518-402-3656

Email Address HRM.recruitment@dos.ny.gov

Address

Street One Commerce Plaza

99 Washington Ave, 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.