Position Information

NY HELPYes

AgencyState, Department of

TitleAdministrative Assistant 1 Trainee 1-2, (NY HELPS) - Vacancy ID# 204369

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 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? Yes

Telecommuting allowed? Yes

Location

County New York

Street Address 123 William Street

City New York

StateNY

Zip Code10038

Job Specifics

Duties Description The Administrative Assistant 1, Trainee 1/2 duties in Office of Administrative Hearings (OAH) will include but are not limited to the following:
• Sets up and manages paper and electronic filing systems.
• Uses various information technology applications such as email, database, spreadsheets and word processing applications.
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Schedule hearings for the Office of Administrative Hearings {OAH). Process decisions for Administrative Law Judges (ALJs).
• Process adjournments and issue adjournment notices for AUs.
• Monitor OAH shared mailboxes for new hearing requests, transcripts, and correspondence from parties and the public.
• Respond to inquiries from the public and parties.
• Create and send email invitations for virtual hearings.
• Order court reporters for hearings.
• Order language interpreters for judges.
• Track interpreter requests and assignments from Department of State (DOS) Language Access Department.
• Set up Webex link and prepare hearing rooms before in person hearings, including unlocking hearing rooms, greeting litigants, witnesses, and observers who appear, and seating them in designated locations.
• Update OAH shared calendar with OAH staff schedules and case information.
• Email OAH decisions to DOS staff.
• Upload decisions every month to the DOS website.
• Forward a copy of the hearing record to the DOS appeal unit when requested.
• Process scheduled Notice of Violation and Ticket hearings forwarded to OAH, adding hearings to the OAH calendar and uploading the record to OAH's case management system (Dynamics).
• Send email reminders to litigants regarding virtual hearings.
• Assist with hiring process by scheduling interviews and corresponding with candidates.
• Process FOIL requests received by OAH.
• Open mail and answer OAH's telephone line.
• Tracks and coordinates assignments.
• Creates, maintains, and enters information into spreadsheets and databases.
• Coordinates conferences, meetings, or special events, such as on boarding new employees.
• Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.
• Completes forms in accordance with agency procedures.
• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.
• Composes, types, and distributes meeting notes, correspondence, and reports.
• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Manages projects or contributes to committee or teamwork.
• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
• May supervise other clerical staff and provide training and orientation to new staff.
• May take meeting minutes, and/or prepare material from dictation.
• Other duties as assigned.

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, 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
The minimum qualifications for Non-Competitive appointment are:
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.

Or*

* Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

COMPETITIVE MINIMUM QUALIFICATIONS:

CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.

TRANSFER 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/.


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.

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 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.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

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.

How to Apply

Name Human Resources / RC

Telephone 518-474-2752

Fax 518-402-3656

Email Address HRM.Recruitment@dos.ny.gov

Address

Street 99 Washington Avenue

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, degree/transcript, 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.