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Review Vacancy

Date Posted 02/21/24

Applications Due03/06/24

Vacancy ID151753


AgencyCivil Service, Department of

TitleProgram Aide - (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade13

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $50408 to $63319 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 Empire State Plaza

Building 1

City Albany


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), 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.


Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Duties Description The Staffing Services Division is responsible for assisting State agencies with staffing New York State partner agencies. To better serve our partner agencies, and make examinations more accessible and convenient for all, the Department is implementing a new examination model known as continuous recruitment testing that will offer testing on a continuous basis with examinations held via a hybrid of online training and experience exams, multiple-choice exams via remote proctoring (online), and in state-operated computer-based testing centers and this position will help play an important role in ensuring the success of this new approach to civil service hiring.
• The Staffing Line Section of SSD serves state agencies by providing appointment and recruitment solutions to meet hiring needs as well as providing customer service to examination candidates and job seekers.
• The Continuous Recruitment Section of SSD assists in the development of continuous recruitment examinations and specialized hiring programs that will transform the New York State recruitment and hiring process.
• The Employment Records Section of SSD provides administrative support and answers questions from NYS employees and the general public regarding eligible lists and how to use the Eligible List Management System (ELMS).

The Program Aide, under the general direction of a Human Resources Specialist (Staffing) duties in the Staffing Service Division will perform various Division activities in support of the examination, career mobility and technical assistance programs, and will be responsible for various administrative duties, but are not limited to the following:
• Monitor exam application reports and work to investigate and resolve various issues including non-reviewed applications, disqualified applicants/disqualification errors, and out of country approved applicants;
• Research and respond to questions from applicants regarding their application status, how to resolve disqualified applications, guidance on eligible list status, and provide merit system guidance;
• Maintain and update various Staffing systems, to ensure consistency with updates; coordinate and communicate updates with appropriate Divisions and/or agencies and/or applicants/employees/list eligibles; and manage/move applicant records;
• Review, finalize and post examination announcements; develop and administer e-mail system communications for mass mailings regarding examinations
• Review and resolve appropriate technical assistance issues; submit tickets for unresolved issues and escalate as appropriate, and complete technical on-and off-boarding for Staffing Services staff
• Review candidate employment histories to determine eligibility for promotion examinations;
• Provide administrative support including data entry, processing eligible list revocations, eligible list change notices, duplicate exam score notices, promotion unit code updates, and eligible list restoration request;
• Work with the Human Resources Specialists to identify reporting needed related to Staffing Services programs and work with ITS staff to develop and produce such reports;
• Perform internal control reviews of SSD programs, make recommendations, and create related documentation or reports; and
• If placed in the Employment Records Section, this position would include supervision of up to two-lower level clerical staff.

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 (, 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 ( to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (

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

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

Name Meghan Louden

Telephone 518-473-4306


Email Address


Street Office of Human Resources and Administrative Planning

Empire State Plaza Building 1 Rm 911

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 Please include the Title and Vacancy ID# you are applying for in the subject line of your email.

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