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Review Vacancy

Date Posted 02/21/24

Applications Due03/07/24

Vacancy ID151708

NY HELPNo

AgencyTaxation & Finance, State

TitleAdministrative Assistant 1 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $44957 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

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address W A Harriman State Office Campus

Bldg. 9 Rm 256

City Albany

StateNY

Zip Code12227

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 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 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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
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.

COMPETITIVE MINIMUM QUALIFICATIONS:
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.

Candidates must be a NYS employee and eligible to transfer by
having at least one year of permanent service in a qualifying
title; OR be active and reachable Candidates must be a NYS
employee and eligible to transfer by having at least one year of
permanent service in a qualifying title; OR be active and
reachable on the Civil Service eligible list that fills this title.

Transfer qualifications: Candidates must be eligible for transfer
under Section 70.1 of the Civil Service Law.

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.

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.

Name Lamontica Crippen

Telephone 518-457-2900

Fax

Email Address tax.sm.tax.recruitment.team5@tax.ny.gov

Address

Street W A Harriman State Office Campus

Bldg. 9 Room 256

City Albany

State NY

Zip Code 12227

 

Notes on ApplyingQualified Candidates should submit a letter of interest and resume, including current title and how you qualify. Please reference on the subject line of your email the vacancy ID number 151708 and job title Administrative Assistant 1 with your response.

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