Position Information

NY HELPYes

AgencyMotor Vehicles, Department of

TitleAdministrative Assistant 1, G-11 or Trainee 1/2, G-NS (Equated to G-8/10) (NY HELPS)

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 Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 10%

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? No

Location

County Albany

Street Address 175 Sparrowbush Road

City Latham

StateNY

Zip Code12110

Job Specifics

Duties Description Duties include, but are not limited to:

• Answers telephone and gives information to callers, takes messages, and
transfers calls to appropriate individuals.

• Greets visitors or callers and handles their inquiries; or directs them to the
appropriate persons.

• Opens, reads, routes, and distributes incoming mail or other materials and
answers routine inquiries.

• Tracks and coordinates assignments.

• 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.

• Creates, maintains, and enters information into spreadsheets and databases.

• Maintains scheduling and event calendars. Schedules and confirms
appointments for clients, customers, or supervisors.

• Coordinates conferences, meetings, or special events, such as luncheons or
graduation ceremonies. 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.

• Locates and attaches appropriate files to incoming correspondence requiring
replies.

• Composes, types, and distributes meeting notes, correspondence, and reports.

• Provides services to customers, such as order placement or account information.

• Reviews work done by others to check for correct spelling and proper grammar,
ensures that office format policies are followed and recommends revisions.

• Searches for information using various sources including the internet.

• Manages projects or contributes to committee or teamwork.

• Mails various items including letters, reports, and promotional materials; and
prepares packages and arranges for them to be shipped.

• Orders and distributes supplies.

• Creates conference or event materials such as flyers or invitations.

• 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.

Minimum Qualifications To be eligible for this position, you must meet one of the following conditions.

NY HELPS appointment*: To be eligible for a NY HELPS appointment, the candidate must have:

Administrative Assistant 1, G-11: Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration.
• Substitution: 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.

Administrative Assistant Trainee 2, G-NS (Equated to G-10): One year of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration.

Administrative Assistant Trainee 1, G-NS (Equated to G-8): Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration.

Successful completion of the traineeship will require taking courses in the following competencies: Professionalism and Self-Management, Verbal and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.

A candidate appointed to the Trainee 1 level will be required to complete four mandatory courses the first year of traineeship and four elective courses in four competency areas (sixteen total) the second year of the traineeship through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.

Transfer: One year of permanent, contingent-permanent, or 55b/c service allocated to a G-6 or higher eligible for transfer under Section 70.1 of Civil Service Law.

Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be considered for reinstatement pursuant to Civil Service Law, if it is in the best interest of the agency. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission. All reinstatements must serve a mandatory 52-week probation period.

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must meet the minimum qualifications stated above and must submit their current 55b/c eligibility letter along with their application.

Individuals who are eligible for appointment from the Administrative Assistant Trainee 1, G-NS eligible list are also encouraged to apply.

*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 TAKE A CIVIL SERVICE TEST. 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.

Additional Comments Hours of the position will be discussed at the time of interview, including questions regarding Flextime, AWS/Compressed work week and Telecommuting.

There are many benefits to working for the DMV! Including:
o Paid Leave
o Paid Holidays
o Pension
o Health Insurance
o Dental & Vision Coverage
o Flex Spending
o Voluntary 457B Retirement Saving Program
o Health Care Spending Account
o Tuition Assistance Programs
o Public Service Loan Forgiveness Program
o Transportation Savings Program
o Employee Assistance Programs

For additional information about the benefits of being a state employee, visit the Office of Employee Relations website at https://oer.ny.gov/employee-benefit-programs.

The Department of Motor Vehicles (DMV) is committed to being a model employer for people with disabilities. DMV’s commitment includes ensuring that the recruitment, application, interviewing and hiring processes are accessible to all job applicants. If you are a job applicant who may need a reasonable accommodation for any part of the application and hiring process, please contact ReasonableAccommodations@dmv.ny.gov

DMV is committed to diversity and equal opportunity, and to building a team that represents a variety of backgrounds, perspectives, and skills. We are proud to be an equal opportunity workplace, and we encourage all qualified individuals to apply, including people with disabilities or any other protected category under the law. Our goal as an employer is to reflect the diverse identities, experiences and geographies of the communities and customers we serve.

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

How to Apply

Name Robert Stoddard

Telephone

Fax

Email Address Robert.Stoddard@dmv.ny.gov

Address

Street 6 Empire State Plaza

Swan Street Building

City Albany

State NY

Zip Code 12228

 

Notes on ApplyingSend a cover letter (referencing the Vacancy ID noted at the top of this posting) indicating how you meet the qualifications for appointment. Please also include a clear and concise resume. Submit all documents to the email address listed above.

Candidates applying from outside DMV may be asked for their Social Security number to verify NYS employment history and transfer eligibility.