Position Information

NY HELPYes

AgencyPublic Employment Relations Board

TitleAdministrative Assistant 1 / Trainee 1 / Trainee 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $46608 to $58706 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? No

Location

County Albany

Street Address PO Box 2074, Empire State Plaza

Agency Building 2, Floor 20

City Albany

StateNY

Zip Code12220

Job Specifics

Duties Description Under the general direction of the Administrative Officer 2 for PERB, the incumbent will perform a full range of administrative duties and will be responsible for assisting PERB in meeting operational, fiscal, budgetary and administrative goals. Incumbent should be familiar with the Statewide Financial System (SFS) and proficient with Microsoft Office Suite, including Word, Excel, Access and Outlook. Duties include but are not limited to:

• Administrative Support. This includes, but is not limited to, answer phone, greet visitors, operate office equipment, maintain office scheduling, coordinate meetings, research information, contribute to committee work, create conference material.
• Office Supplies – Procure, maintain, and keep inventory of office supplies and publications for all PERB offices. Mail supplies to regional offices as needed.
• Mail Processing – Oversee all aspects of incoming and outgoing mail, including daily pickup and delivery from ESP Concourse post office box. Run outgoing mail through postage machine. Track postage meter on machine. Monitor for maintenance/repair.
• Accounts Payable - Reconcile monthly procurement card statements and maintain credit card statements with all supporting documentation.
• Check Deposit- Verify revenue and reconcile amounts. Enter SFS transactions. Submit checks to Treasury.
• Reception Duties -Answer incoming calls for the Office of Administration and other program areas as needed.
• SFS – Enter travel and expense reports into the SFS system. Troubleshoot problems. Act as a liaison between the BSC and PERB staff for expense report submission.
• Publications – Receive orders for PERB publications. Process payment and fulfill orders. Reproduce publications as needed.
• Records Management - Pull, box, label and deliver various files to the Records Center or Achieves in accordance with record retention policy. Complete requests to retrieve files.
• Facilities Maintenance - Report any building problems or concerns, safety issues, etc., to the Administrative Officer and Building Manager.
• Tenant Safety Organization – Participate in the Agency TSO for building evacuations.
• Scanning and Electronic Filing - Federal Mediation Notifications and Contracts.
• Library - Maintain and keep inventory of library publications.
• Additional duties as directed.

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

NY HELPS
For the duration of the NY HELPS Program, this title maybe 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 the same rights and privileges of competitive class employees. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Open Competitive Minimum Qualifications:
Administrative Assistant 1, SG11: Minimum qualifications 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.

Administrative Assistant Trainee 1, SG8: Minimum qualifications are 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, SG10: Minimum qualifications are one year 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.

Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the NYS and CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.

Substitutions: Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

List Eligibility
Open to those reachable on the Administrative Assistant 1 eligible list.

Promotion Eligibility
One year of service in a clerical title allocated to a Salary Grade 6 and above; and completion of a two-year traineeship.

Transfer Eligibility
Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law. Information regarding transfer eligibility may be available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/. (Important Note: Per Civil Service Law, an employee cannot have two, consecutive upward 70.1 or 52.6 transfers without an intervening eligible list appointment if such transfers would exceed two salary grades.)

Reinstatement Eligible
Candidates who previously held this title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis may be eligible for reinstatement upon approved from the Civil Service Commission.

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 unless proof of passing can be presented.

Additional Comments SALARY RANGE (full title): $46,608 - $58,706
• Starting at $39,442 (Trainee 1; NS equated to SG-8)
• Starting at $43,942 (Trainee 2; NS equated to SG-10)

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

Contact Information

Name Sandra Koslow

Telephone 518-457-2676

Fax

Email Address perb.sm.JOBS@perb.ny.gov

Address

Street P.O. Box 2074, Empire State Plaza

Agency Building 2, Floor 20

City Albany

State NY

Zip Code 12220

 

Notes on ApplyingIf interested in this position, please forward your resume’ along with a cover letter explaining how you meet the minimum qualifications of this position to the attention of Sandra Koslow at perb.sm.JOBS@perb.ny.gov by March 28, 2025. Be sure to indicate the position title in the subject line of your email.