Review Vacancy
AgencyAgriculture & Markets, Department of
TitleAdministrative Assistant 1 or Trainee (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $58447 Annually
Duties Description Harvest your potential with the New York State Department of Agriculture and Markets! Join our team and become an integral part of a team dedicated to fostering a competitive food and agriculture industry that benefits both producers and consumers alike. Here, you can cultivate your career in a dynamic environment that values innovation, sustainability, and community engagement. With a wide range of opportunities spanning from environmental science to economic development, you can find your niche in public service and grow both professionally and personally. Embrace the chance to join our team, and you’ll not only reap a fulfilling career but also sow the seeds for a healthier, stronger New York.
Position Information:
The New York State Department of Agriculture and Markets is seeking an Administrative Assistant 1 or Trainee to work in their Division of Food Safety and Inspection in Albany, NY. The Administrative Assistant 1 or Trainee is a mission critical position for the Farm Products Unit within the Division. The selected candidate will answer and channel phone calls from inspections staff and the produce industry; invoice and facilitate accounts receivables for various programs of the unit by using excel and access spreadsheets and Quick Books; prepare and process required financial reports; and support the Farm Products staff in daily matters. This person may also be tasked with processing the Farm Products Unit’s p-card expense report reconciliation in SFS; and maintaining certificate accountability.
The Administrative Assistant 1 or Trainee is a full-time position working 37.5 hours per week, Monday-Friday. Opportunities for telecommuting may be available in accordance with the agency’s Telecommuting Program Guidelines.
Minimum Qualifications NY HELPS Minimum Qualifications:
When a NY HELPS title can be filled with promotion and open-competitive qualifications, and the entire promotion eligible list is exhausted or does not exist, a NY HELPS appointment can be made in the following ways:
A NY HELPS appointment may be made for a qualified employee in a direct-line, lower-level promotion title.
Direct-line lower-level promotion title NY HELPS Qualifications: The direct line field is comprised of a single title that is the immediate lower-level title to the title being filled. This requires one year of permanent, contingent-permanent, or 55 b/c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at, https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm.
If there are fewer than 3 interested, qualified internal candidates in the direct-line lower-level promotion title then:
Candidates may be eligible for a NY HELPS Open-Competitive appointment to Administrative Assistant Trainee 1 if they meet the open-competitive NY HELPS qualifications.
Open- Competitive NY HELPS Qualifications: 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.
Administrative Assistant Traineeship-Coursework Requirements
Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative support competencies:
? Computer Skills and Technology
? Interpersonal and Customer Relations
? Professionalism and Self-Management
? Verbal and Written Communication
Trainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offerings through another entity as determined by the agency. As a resource, The NYS & CSEA Partnership is offering information on core course content to assist agencies with identifying appropriate coursework and making equivalency decisions.
Mandatory Courses
Agencies are advised to use the Individualized Development Plan to identify the coursework that must be completed during the traineeship. The following four administrative support core courses are mandatory and should be completed before advancement or appointment to Administrative Assistant Trainee 2.
• Microsoft Word Basics
• Customer Service
• Organized Office Worker
• Successful Business Writing
Elective Courses
The agency will work with the employee to determine what four elective courses will meet the requirements based upon the duties and function of the position. These courses will have to fall under each of the four administrative support competencies. It is at that agency's discretion to approve all coursework and make equivalency determinations.
Four one-hour webinars in a competency may substitute for a one-day training for the elective courses only.
Advanced Placement: If you meet the minimum qualifications and have an additional one year of experience administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration AND have successfully completed courses in Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing, you may be appointed to the Administrative Assistant Trainee 2. This will reduce the traineeship time by one year. If you meet the minimum qualifications and have an additional two years of experience in the areas listed above AND have successfully completed courses in Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing AND four courses in Computer Skills and Technology, Interpersonal and Customer Relations, Professionalism and Self-Management, Verbal and Written Communication, you may be appointed to the full performance title, Administrative Assistant 1, Grade 11. You must inform the hiring agency of this additional experience at the time of interview.
Alternate Minimum Qualifications:
You may also be eligible for appointment to this position if you meet any of the following minimum qualifications.
70.1 Transfer Qualifications to Administrative Assistant 1, G-11: Applicants may be appointed to this position permanently if they have: one year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law. Such titles include but are not limited to: Business Services Center Representative 1, G-11, Call Center Representative 1, G-9, Motor Vehicle Representative 1, G-9.
70.1 Transfer Qualifications to Administrative Assistant Trainee 1, NS: Applicants may be appointed to this position permanently if they have: one year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law. Such titles include but are not limited to: Business Services Center Representative 1, G-11, Call Center Representative 1, G-9, Motor Vehicle Representative 1, G-9.
70.1 Transfer Qualifications to Administrative Assistant Trainee 2, NS: Applicants may be appointed to this position permanently if they have: one year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law. Such titles include but are not limited to: Business Services Center Representative 1, G-11, Call Center Representative 1, G-9, Motor Vehicle Representative 1, G-9.
Special Qualifications for Transfer: Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative support competencies:
? Computer Skills and Technology
? Interpersonal and Customer Relations
? Professionalism and Self-Management
? Verbal and Written Communication
Trainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offerings through another entity as determined by the agency. As a resource, The NYS & CSEA Partnership is offering information on core course content to assist agencies with identifying appropriate coursework and making equivalency decisions.
Mandatory Courses
Agencies are advised to use the Individualized Development Plan to identify the coursework that must be completed during the traineeship. The following four administrative support core courses are mandatory and should be completed before advancement or appointment to Administrative Assistant Trainee 2.
• Microsoft Word Basics
• Customer Service
• Organized Office Worker
• Successful Business Writing
Elective Courses
The agency will work with the employee to determine what four elective courses will meet the requirements based upon the duties and function of the position. These courses will have to fall under each of the four administrative support competencies. It is at that agency's discretion to approve all coursework and make equivalency determinations. Four one-hour webinars in a competency may substitute for a one-day training for the elective courses only.
Reinstatement Under Rule 5.4: Applicants may be appointed to this position permanently if they were previous permanent New York State employees who resigned their positions may be reinstated to their former positions, or to positions to which they were eligible for transfer or reassignment without further examination. Employees separated from their positions may be reinstated within one year of the date of their separation. Employees separated from their positions who have also been separated from state service for more than one year may be reinstated upon approval by the state Civil Service Commission.
Additional Comments NY HELPS Program:
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.
Salary:
The starting salary for the Administrative Assistant Trainee 1 is $ 40,391/ year, and the hiring salary for the CSEA salary grade (SG) 8. This position requires the completion of a two-year traineeship. After successful completion of the first year of the traineeship, the appointee will advance without further examination to the Trainee 2 level SG-10 (starting salary of $ 45,081). Completion of the second year of the traineeship will result in permanent advancement to the Administrative Assistant 1, SG-11 (starting salary of $ 47,695) without further examination. Candidates may be eligible for appointment directly to the Trainee 2 or full performance level. For more information, see Advanced Placement below.
The candidate appointed at the Administrative Assistant 1, SG-11 level, will be eligible to participate in the New York State Performance Evaluation Program. Through this program, employees receive yearly performance evaluations. Performance advances are payable to CSEA employees whose base annual salary is below the job rate for their current position and who were rated "Satisfactory" or its equivalent on their yearly performance evaluation. Performance advance payments are added to an employee's annual salary. Over time, yearly performance advances may lead to the SG-11 job rate salary of $ 58,447/ year!
Benefits:
This is a CSEA-represented position that offers excellent benefits! Benefits include but are not limited to inexpensive Health Insurance options, free dental and vision coverage, NYS Pension Plan membership, and generous paid time off. Within the first year, you are eligible for 5 days of personal time, 13 vacation days, 13 sick days, and 13 paid holidays!
As a New York State employee, you could potentially qualify to participate in the Federal Public Service Loan Forgiveness Program (PSLF)! The PSLF Program forgives the remaining balance on your direct student loans after you have made 120 qualifying monthly payments under an accepted repayment plan and while working full-time for the New York State Department of Agriculture and Markets or another eligible employer.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HarvestYourPotential@agriculture.ny.gov
Address
Notes on ApplyingTo apply for this position, you must copy and paste the link below into your web browser. This link will lead you to our online employment application:
https://recruitingbypaycor.com/career/SubmitResume.action?clientId=8a7883d07a219b0d017a53a2e3bb0f9a&id=8a7887ac9d02e529019d0b1d207d03d9&specialization=
Please upload your resume and cover letter within this online application.
If you have any questions, please contact Human Resources at (518) 457-3216 or HarvestYourPotential@agriculture.ny.gov.
The Department is an Equal Opportunity Employer. All people with disabilities are encouraged to apply. We are committed to providing equal employment opportunity, and reasonable accommodations and/or modifications as necessary, for qualified persons with disabilities. If you are in need of a reasonable accommodation, please visit: https://agriculture.ny.gov/employment-information.