Position Information

NY HELPYes

AgencyTaxation & Finance, State

TitleAdministrative Assistant Trainee 1 (NYHELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade08

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 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 WA Harriman State Campus

Building 9

City Albany

StateNY

Zip Code12227

Job Specifics

Duties Description • Monitor the Transactions Unit shared mailboxes for review and response to basic inquiries and escalating to a supervisor when appropriate
• Provided general guidance and respond to admin inquiries regarding how to complete a transaction to be submitted for processing
• Organize effective systems of filing and record keeping for the benefit of the Transactions Unit staff and the department as a whole
• Maintain efficient workflow of post hire paperwork and provide feedback and suggestions on improvement opportunities
• Oversee the filing in the Personal History File room and coordinate the movement of folders to and from archives
• Review various types of non-complex transactions and supporting documentation submitted by program areas for accuracy and completeness (such as: hourly hires, assignment change, VRWS start/stop, performance advance and trainee advance, retirement, term lv, etc.)
• Ensure transactions are submitted to appropriate folder locations for payroll processing
• Use and navigate various computer systems; learn, maintain, and update skills in computer technology
• Ability to work under stringent deadlines
• Effectively communicate via telephone, in person, e-mail, fax and written correspondence
• Organize and prioritize assignments based on control agency and internal submission deadlines
• Run and review various reports / queries and process updates and corrections as needed
• Maintain confidentiality of information, exercise good judgement
• Meet department’s time and attendance rules and regulations
• Additional duties as assigned
• Back up and/or fill in during busy times
o Filing - Office filing for employee personal history files (PHF), direct deposit forms, withholding tax forms
o Printing 301s out of database for filing in PHF (back up)
o Create labels for 20010 and 20020 from preblock folder (back up
o Mail distribution for the payroll unit (back up)

Minimum Qualifications The ability to fill this position is subject to DOB guidelines for processing personnel transactions. Note: a budget waiver is not required to fill positions via transfer to lateral or downward level positions within the same department or to change line items within the same funding source.

The selected candidate must be eligible for appointment in accordance with the provisions of the Civil Service Law, Rules, and Regulations. If mandatory rehiring lists exist for this title, appointments other than reassignment must be made from these lists. If there are no acceptors to these lists, appointments may be made using the following:
a) New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)
b) Employees who are currently serving in the same title are eligible for reassignment without change in title or status.
c) Candidates reachable on the appropriate eligible list for this title and location.
d) Employees eligible for transfer.
e) This position will be filled as a two-year traineeship. Trainee 1 is equated to SG 8; Trainee 2 is equated to SG 10.

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 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.

COMPETITIVE MINIMUM QUALIFICATIONS:

Documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing; AND successful completion of four elective administrative support courses by completion of probation may be required.

Additional Comments Schedule and telecommuting opportunities to be discussed at interview.

New York State is an equal opportunity employer. It’s the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation & Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation & Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).

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

How to Apply

Name Team 5

Telephone

Fax

Email Address External.Application@tax.ny.gov

Address

Street WA Harriman State Campus

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, cover letter and unofficial transcripts showing your Associates/Bachelor's degree (if applicable). The transcripts submitted must include your name, the institutions name, coursework, credits awarded, the degree earned, and date conferred to be accepted.
https://www7b.tax.ny.gov/HELP/gateway/HELP.home