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Review Vacancy

Date Posted 02/21/24

Applications Due03/07/24

Vacancy ID151650


AgencyVictim Services, Office for

TitleAdministrative Assistant 1/Trainee (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $38073 to $55093 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 80 South Swan Street

Alfred E. Smith Building

City Albany


Zip Code12210


Administrative Assistant Trainee 1, NS (Equated to SG-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. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.

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), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.


Administrative Assistant Trainee 1, SG-8:

One year of permanent service in a title SG-6 or higher and otherwise eligible for transfer. (see note below)

Administrative Assistant Trainee 2, SG-10

One year of permanent service in a title SG-8 or higher and otherwise eligible for transfer. (see note below)

Administrative Assistant 1, SG-11

Permanent service in a Secretary 1 title OR one year of permanent service in a title SG-9 or higher and otherwise eligible for transfer (see note below) OR reachable on the current Secretary 1 eligible list.

Duties Description This position is responsible for providing support for the Grants Unit overseeing Victim Assistance Program (VAP) funding and contracts. The duties of this position include, but are not limited to the following:

• Receiving and routing all incoming calls to the Grants Unit phone number;
• Scheduling meetings and taking meeting notes;
• Preparing correspondence for the Contract Management Specialist 3;
• Maintaining and updating VAP contact information;
• Preparing and distributing Advisory Bulletins and Broadcast Emails;
• Distributing incoming mail, scanning, filing, or copying of all Grant related materials;
• Creating and maintaining Grants Unit contract files and logs, both electronic and paper;
• Tracking new contracts and renewals through the execution process; and
• Maintaining an inventory of office supplies and forms, and reordering.

Additional Comments NOTE: A new two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. 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 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.

Completion of coursework is not required for appointment to the Trainee 1 level, however, you may be required to take a keyboard performance test if you have not served in a keyboarding title or previously passed a keyboarding exam.

An employee telecommuting program is available.

Candidates from diverse backgrounds are encouraged to apply. OVS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity and Inclusion Unit at or (518) 485-1704.

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

Name Jackie Kalney

Telephone (518) 485-7963

Fax 518-457-4000

Email Address


Street 80 South Swan Street

Alfred E. Smith Building

City Albany

State NY

Zip Code 12210


Notes on ApplyingPlease send a cover letter and resume to the email address above. Please reference posting # 151650 on your cover letter.

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