Review Vacancy
AgencyPublic Service, Department of
TitleAdministrative Assistant 1 / Trainee* (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $58447 Annually
Duties Description The Administrative Assistant 1, Grade 11, will work in the Office of Hearings and Alternative Dispute Resolution (OHADR) and under the supervision of an Administrative Law Judge (ALJ), will perform duties include, but are not limited to:
• Answering telephones, taking messages, and handling routine correspondence, including email.
• Assisting ALJs in daily tasks.
• Using and managing filing and database systems, including acting as a Gatekeeper for OHADR in the Department’s Document and Matter Management (DMM) system.
• Maintaining schedule and event calendars; coordinating in-person and virtual conferences, meetings, and hearings, including reservations for venues and court reporter services.
• Reviewing work completed by the ALJs for proper grammar and formatting.
• Typing and formatting letters, memoranda, session items, and other documents using Microsoft Office Suite applications.
• Creating and maintaining databases or spreadsheets for case management purposes, including tracking internal and statutory deadlines.
• Maintaining and updating OHADR’s SharePoint page.
• Making travel arrangements for ALJs and preparing expense reports.
• Providing administrative support to the Chief ALJ to ensure that the office runs efficiently by, among other things, tracking case assignments.
• Composing, typing, and distributing meeting notes and reports.
Minimum Qualifications General Public
Non-Competitive (NY HELPS)**:
Administrative Assistant Trainee 1, NS-8: 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.
Administrative Assistant Trainee 2, NS-10: One year of experience as noted above.
Administrative Assistant 1, Grade 11: Two years of experience as noted above.
Regardless of appointment level, 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.
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.
Transfer
Administrative Assistant Trainee 1, NS-8: Interested candidates must be reachable on an appropriate eligible list or eligible to transfer*** under Section 70.1 or 70.4 of the Civil Service Law. To be eligible to transfer under Section 70.1, candidates must have one year or more of permanent, competitive, or 55-b/c service in a qualifying title allocated to a salary grade 6 or higher. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate must take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer.
Administrative Assistant Trainee 2, NS-10: Interested candidates must be reachable on an appropriate eligible list or be eligible to transfer*** under Section 70.1 or 70.4 of the Civil Service Law. To be eligible to transfer under Section 70.1, candidates must have one year or more of permanent, competitive, or 55-b/c service in a qualifying title allocated to a salary grade 8 or higher AND have completed all four mandatory core administrative support courses. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate must take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer.
Administrative Assistant 1, Grade 11: Interested candidates must be reachable on an appropriate eligible list or be eligible to transfer*** under Section 70.1 or 70.4 of the Civil Service Law AND have successfully completed all four mandatory core administrative support courses, as well as successfully completed four elective administrative support courses, as designated by the agency. To be eligible to transfer under Section 70.1, candidates must have one year or more of permanent, competitive, or 55-b/c service in a qualifying title allocated to a salary grade 9 or higher. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate must take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer.
Civil Service List
Candidates on the appropriate Civil Service list(s) have been canvassed and do not need to apply to this posting.
Additional Comments About the Department:
The New York State Department of Public Service (DPS or Department) works to: ensure safe, affordable, and reliable access to electric, gas, steam, water, and telecommunications services at just and reasonable rates for New York State customers, protect the natural environment, reduce greenhouse gas emissions via transmission and siting of renewable energy resources, and augment the resiliency of utility infrastructure.
Additional Comments:
*Successful completion of the two-year traineeship leads to appointment as an Administrative Assistant 1, Grade 11. Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.
**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 of 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.
***Candidates are encouraged to access GOT-IT on the Civil Service website (www.cs.ny.gov) to determine transfer eligibility.
Equal Opportunity Employer:
The Department of Public Service is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know by contacting the Designee for Reasonable Accommodations (DRA) and Americans with Disabilities Act Coordinator which can be found under the Accessibility Link on the Department’s webpage at https://dps.ny.gov.
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resources Management - KP
Email Address recruiting@dps.ny.gov
Address
Notes on ApplyingPlease send a resume and cover letter to recruiting@dps.ny.gov or fax to Human Resources Management at (518)473-9990. Please reference “Administrative Assistant 1, NY HELPS posting 00042” when applying.