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Review Vacancy

Date Posted 02/20/24

Applications Due03/05/24

Vacancy ID151593

NY HELPNo

AgencyCivil Service, Department of

TitleAdministrative Assistant 1/Trainee 1 or 2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $38293 to $56996 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? Yes

County Albany

Street Address Empire State Plaza, Agency Building 1

City Albany

StateNY

Zip Code12239

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 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), itis 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8):
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 (Equated Grade 10):
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, Salary Grade 11:
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’s degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was
awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found athttp://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

55 B/C QUALIFICATIONS:
Current permanent non-competitive state employees certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response and meet the minimum qualifications listed above.
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.

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


KEYBOARDING EXAM QUALIFICATIONS:
Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam prior to appointment. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy within 5 minutes.

Duties Description The Municipal Services Division (MSD) has the lead role for supporting the 95 local civil service agencies in New York (counties, cities, and towns) who are responsible for merit system administration for more than 360,000 local government employees. This position will play an important part in ensuring the continued success of these agencies.


The Administrative Assistant 1 / Trainee 1 or 2 will provide a full range of administrative support for staff of the Municipal Services Division. The Administrative Assistant 1/Trainee 1 or 2 duties will include but are not limited to the following:

• Monitoring the shared MSD technical assistance mailbox, answering routine questions, logging and routing non-routine questions to the appropriate staff members.
• Answering the telephone and giving information to callers, taking messages, and transferring calls to the appropriate individuals.
• Supporting staff responsible for processing permission requests to our MSD systems from external customers.
• Formatting and editing documents to be presented to the New York State Civil Service Commission relative to the local rulemaking process.
• Maintaining files and supporting documentation used in the local rulemaking process.
• Greeting visitors or callers and handling their inquiries; or directing them to the appropriate persons.

Additional Comments Please note workday hours can be 8:00am – 4:00pm, 8:30am - 4:30pm, or 9:00am – 5:00pm.

#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.

Name Cassandra Farina

Telephone 15184734306

Fax

Email Address YourFutureBeginsHere@cs.ny.gov

Address

Street Empire State Plaza Agency Building 1

Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

 

Notes on ApplyingIf interested please send a resume and a cover letter indicating how you meet the posted qualifications. Please include the vacancy number in the subject line of your email.

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