Position Information

NY HELPYes

AgencyCivil Service, Department of

TitleAdministrative Assistant 1 or Trainee 1 / Trainee 2

Occupational CategoryAdministrative or General Management

Salary GradeNS

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $40625 to $60467 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 40

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Empire State Plaza, Agency Building 1, 9th Floor

City Albany

StateNY

Zip Code12239

Job Specifics

Duties Description The Municipal Services Division provides technical advice and assistance to 95 local civil service agencies on the full range of civil service activities as required by Civil Service Law. Division staff also support the Commission in its monitoring of New York City's provisional employee reduction activities, review of local rulemaking proposals, and analysis of section 211 waiver requests. This position will play an important role in working with local civil service agencies throughout New York State as they strive to hire more public servants into key roles in local government.

The Administrative Assistant 1 or Trainee 1 or 2 duties in the Municipal Services Division will include but are not limited to the following:

Reporting to a Division Section Supervisor (Human Resources Specialist 4), an Administrative Assistant 1, is responsible for supporting the administrative operations of the section, and supporting the Division’s local government outreach, technical assistance, and training efforts.

• Providing exceptional customer service to local government employees, Division staff, and other stakeholders.
• Answering routine phone calls and re-directing callers tactfully.
• Assisting with the tracking and progress of assignments.
• Preparing correspondence to municipal civil service agencies and other external parties.
• Receiving, processing, and tracking requests from local government employees for access to the Department’s computer systems.
• Maintaining various Division paper and electronic filing systems and logs including our SharePoint site.
• Reviewing work performed by other staff to ensure correct spelling and grammar, and that formatting is according to Division and Department standards.
• May collate, organize, and index documents prepared by staff of the Municipal Services Division for the New York State Civil Service Commission to document requests for waivers of section 211 of the Retirement and Social Security Law or to support the rulemaking process of local civil service agencies.
• May assist in maintaining contact information and distribution lists of local civil service administrators.
• May support Division staff by making travel arrangements, processing travel requests, and expense reports.

Minimum Qualifications NY HELPS:
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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training, at Trainee 1, you will automatically advance to Trainee 2.

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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

Administrative Assistant 1 - Full Level

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.

Substitution: 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.

REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

SUBSEQUENT 55B/C QUALIFICATIONS:
A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 6. To be considered, you must provide a copy of your letter of eligibility with your response.

PREFERRED QUALIFICATIONS:
Experience providing administrative support in a busy office setting including use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office. Prior experience using Microsoft Word, Excel, and PowerPoint is a plus.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among its duties, the Department:
• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov

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

How to Apply

Name Cassandra Dollard

Telephone 5184734306

Fax

Email Address YourFutureBeginsHere@cs.ny.gov

Address

Street Empire State Plaza – Agency Building 1

Floor #10 Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

 

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email.