Position Information

NY HELPYes

AgencyEducation Department, State

TitleAdministrative Assistant 1, Administrative Assistant Trainee 1 (NY HELPS), Box PIMS-894/21125

Occupational CategoryNo Preference

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $46306 to $56743 Annually

Employment Type Full-Time

Appointment Type Contingent 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 Office of Performance Improvement and Management Services

Office of State Review

City Albany

StateNY

Zip Code12234

Job Specifics

Duties Description The New York State Education Department’s (NYSED) Office of Performance Improvement and Management Services is seeking candidates for an Administrative Assistant 1 position in the Office of State Review (OSR). Duties of this position include, but are not limited to, the following:

• Greet and direct visitors;
• Answer the telephone and direct calls or respond to routine procedural questions, as appropriate;
• Process incoming hearing records, extension requests, and pleadings with respect to new OSR appeals and conduct an initial review for completeness;
• Schedule meetings electronically;
• Maintain electronically filed case records, update office files, and securely dispose of files in accordance with file retention schedules;
• Accurately prepare copies of electronic appeal records for certification for judicial review;
• Promptly open, sort and distribute mail;
• Prepare routine letters and correspondence; and
• Oversee office inventory of general office supplies and maintenance of equipment.

Minimum Qualifications 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 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:
To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
• 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. 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 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. 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 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. *

*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.

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.

PROMOTION: Current NYSED State employees must have ONE year of permanent competitive or 55-b/55-c service as an Office Assistant 2 (keyboarding).

COMPETITIVE MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1.

Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.

Section 70.1 Transfer to Administrative Assistant: Candidates must have one year of permanent competitive or 55b/c service in a title 9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Assistant Trainee: Candidates must have one year of permanent competitive or 55b/c service in a title SG 8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

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.

Additional Comments CONDITIONS OF EMPLOYMENT:

This will be a contingent-permanent competitive appointment or a contingent-permanent non-competitive appointment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of work experience and/or completed coursework will be required for all candidates at the time of interview. Successful completion of an appropriate keyboarding test will be required for all candidates unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test was required. This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office.

This position may be filled as a traineeship. The starting salaries for this position are outlined below. For current New York State employees, salary is based on the candidate’s salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.

• $39,215 (Trainee 1- NS equated to SG-8)
• $41,399 (Trainee 2- NS equated to SG-9)
• $46,306 (Full Performance level SG-11)

This position leads to a maximum salary of $56,743 based on annual performance advances and traineeship advances.

Administrative Assistant Traineeship Coursework Requirements: Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative core competencies: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management; Verbal and Written Communication. Candidates appointed to Administrative Assistant Trainee 1 must complete one mandatory course in each of the core competencies within one year of appointment. The mandatory courses are Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing. Advancement from Administrative Assistant Trainee 1 to Administrative Assistant Trainee 2 is contingent upon completion of one year of permanent competitive or 55b/c service as an Administrative Assistant Trainee 1 and completion of the four mandatory courses. Candidates appointed to or advanced to Administrative Assistant Trainee 2 must complete one elective course in each of the core competencies prior to the completion of the Administrative Assistant Traineeship. Advancement from Administrative Assistant Trainee 2 to Administrative Assistant 1 is contingent upon completion of the requisite courses. Failure to complete the requisite courses prior to the completion of the Administrative Assistant Traineeship will result in removal from employment.


APPLICATION: Qualified candidates should send a resume and letter of interest by January 24, 2025 to omsjobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (PIMS-894/21125) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.

New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.

Interested in a job with New York State, but don’t know where to start?

Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf

Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.

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

Contact Information

Name Office of Human Resources Management

Telephone (518) 474-5215

Fax (518) 486-5631

Email Address omsjobs@nysed.gov

Address

Street NYS Education Department

89 Washington Avenue, OHRM, Room 528 EB

City Albany

State NY

Zip Code 12234

 

Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by January 24, 2025 to omsjobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (PIMS-894/21125) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.