Position Information

NY HELPYes

AgencyTaxation & Finance, State

TitleAdministrative Assistant 1 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $46306 to $56743 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? No

Location

County Albany

Street Address W.A. Harriman State Office Campus

City Albany

StateNY

Zip Code12227

Job Specifics

Duties Description The incumbent will perform a variety of administrative activities
that support the work of the Office of Human Resources
Management. These duties will range from administrative duties
for the entire bureau to direct support duties to the Directors
within OHRM.

The incumbent will perform the following essential functions:

Create and maintain office procedures, create various
spreadsheets and charts to assist bureau directors in their
administration of the bureau including completing and
maintaining office contact listings and floor plans.

Direct support to the Bureau directors; including maintaining
monthly reports; deadline tracking; director calendar
maintenance; creating and updating mail groups; schedule
meetings and monitor email using Outlook and Webex.

Communicate effectively via telephone, email, face to face, etc.
with a variety of individuals including supervisors, managers,
staff, vendors, and the public.

Daily staff support and maintenance; ordering supplies and
maintaining inventory of specific supplies; handling certain
building issues.

Multi-task and prioritize assignments; organize workload and
files for all assignments including regular follow-up on any
outstanding issues.

Use and update various databases and/or spreadsheets for
tracking, including temporary employees fingerprinting code
database, HR Advisor database, and organizational structure
database.

Process and manage employee onboarding and offboarding.
Prepare help desk tickets, access requests, and maintain LDAP
roles, Ad-hoc requests, and oversee equipment requests and
returns.

Monitor the main HR phone line system to ensure assigned staff
are available to answer calls and maintain proper staffing levels
at all times.

As provided by Bureau Directors, send out employee
notifications using Outlook.

Minimum Qualifications 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 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 with all of the same rights and privileges of competitive class examination for which they are qualified.

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. 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: 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. 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 1: 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. 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.

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

OR

Current NYS employee with one year or more of qualifying permanent service as an Office Assistant 2 (Keyboarding).

COMPETITIVE MINIMUM QUALIFICATIONS:

The selected candidate must be reachable on the eligible list for this title and location under Civil Service Law, Rules and Regulations.

OR

The selected candidate must be eligible for a 70.1 transfer under Civil Service Law, Rules and Regulations.

Candidates will be required to pass a keyboarding proficiency test (if moving out of a non-typing title) prior to appointment AND 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.
OHRM will schedule tests as needed.

This position may be is filled as a traineeship:

Note: Advanced Placement in a traineeship is at the discretion of the hiring agency.
Trainee 1, equated to a grade 8
Trainee 2, equated to a grade 10

Successful completion of a two-year traineeship will lead to SG-11, starting salary $46,306.

Additional Comments 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.

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

Contact Information

Name Lamontica Crippen

Telephone

Fax

Email Address External.Application@tax.ny.gov

Address

Street W A Harriman State Office Campus

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.

https://www7b.tax.ny.gov/HELP/gateway/HELP.home