Position Information

NY HELPNo

AgencyEducation Department, State

TitleAdministrative Assistant 2, (Open to current NYS Employees only), Box CFO-740/46460

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $58046 to $70317 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 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Office of the Chief Financial Officer

Office of State Aid

City Albany

StateNY

Zip Code12234

Job Specifics

Duties Description The New York State Education Department’s (NYSED) Office of State Aid is seeking candidates for an Administrative Assistant 2 position. Duties of this position include, but are not limited to, the following:
• Create and maintain database and electronic distribution lists for department contacts;
• Distribute agendas and meeting minutes;
• Assist in on-going maintenance of unit’s web content (including checking for outdated references, grammatical errors, and broken web page links;
• Operate office equipment such as printers, scanners, and copiers; procures supplies for their routine operation; and arranges for repairs, maintenance, and replacements, as necessary;
• Order office supplies and manage the billing for goods and services for the office;
• Provide timely, high-quality support and customer service to all stakeholders by managing the OMS SAMS mailbox and directing correspondence to the appropriate staff;
• Serve as the primary contact for handling the State Aid telephone line, providing information to callers, and transferring calls to the appropriate staff members promptly;
• Greets visitors and directs them to the appropriate staff members;
• Ensure the smooth operation of State Aid and FARU units by utilizing tools such as Jira to effectively manage day-to-day operational issues;
• Make copies of various documents and files for distribution to appropriate parties;
• Organize unit special events, meetings, and conferences;
• Maintains scheduling and event calendars;
• Assist in hiring procedures, including scheduling of interviews, and managing onboarding and offboarding procedures for current and new staff; and
• Greets visitors and directs them to the appropriate staff members.

Minimum Qualifications MINIMUM QUALIFICATIONS:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 2.

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-13 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must be a qualified employee of New York State and have one year of permanent competitive, non-competitive NY HELPS*, or 55b/c service as an Administrative Assistant 1, Administrative Assistant 1 (French Language), Administrative Assistant 1 (Russian Language), Administrative Assistant 1 (Spanish Language), Administrative Assistant Trainee 1, Administrative Assistant Trainee 1 (French Language), Administrative Assistant Trainee 1 (Russian Language), Administrative Assistant Trainee 1 (Spanish Language), Administrative Assistant Trainee 2, Administrative Assistant Trainee 2 (French Language), Administrative Assistant Trainee 2 (Russian Language), Administrative Assistant Trainee 2 (Spanish Language), Examination Composition Assistant, Law Department Document Specialist, Office Assistant 2-Keyboarding, Office Assistant 2-Keyboarding (Spanish Language), Secretary 1, or Secretary 1 (Spanish Language). Successful completion of an appropriate keyboarding test will be required for all candidates, unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test was required.

NOTE: The Civil Service examination for this title has been announced and was scheduled for January 18, 2025. In order to be considered for a provisional appointment, you must have applied, been approved, and have taken the Administrative Assistant 2 examination. The deadline to apply for this examination was December 4, 2025. Provisional candidates must take the examination for Administrative Assistant 2 when it is next offered and must be reachable on the resulting eligible list to maintain employment.

Additional Comments CONDITIONS OF EMPLOYMENT: This will be a permanent appointment or a temporary provisional appointment. For provisional appointment, candidates must take the examination for Administrative Assistant 2 when it is next offered and must be reachable on the resulting eligible list to maintain employment. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office.

This position leads to a maximum salary of $70,317 based on annual performance advances.

APPLICATION: Qualified candidates should send a resume and letter of interest by March 11, 2025 to omsjobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (CFO-740/46460) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.

New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.

Interested in a job with New York State, but don’t know where to start?

Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf

Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.

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

Contact Information

Name Office of Human Resources Management

Telephone (518) 474-5215

Fax (518) 486-5631

Email Address omsjobs@nysed.gov

Address

Street NYS Education Department

89 Washington Avenue, OHRM, Room 528 EB

City Albany

State NY

Zip Code 12234

 

Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by March 11, 2025 to omsjobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (CFO-740/46460) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.