Please note: State agencies that contact job applicants do not usually request personal or financial information via text message or over the phone in connection with your response to a job posting. If you are contacted for such information by these methods, or any other method, please verify the identity of the individual before transmitting such information to that person.
Note: For questions about the job posting, please contact the agency that posted this position by using the contact information provided on the "Contact" tab for the position.

Review Vacancy

Date Posted 02/22/24

Applications Due03/07/24

Vacancy ID151789


AgencyState, Department of

TitleAdministrative Assistant 1 / Trainee 1-2 (NY HELPS)- Vacancy ID#151789

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? Yes

Telecommuting allowed? Yes

County New York

Street Address 123 William Street

City New York


Zip Code10038

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.


High school or high school equivalency diploma; and 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 management of an office.
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.

One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 9 or higher 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 The GOT-IT site will inform you if your title requires special qualifications for 52.6 or 70.1 transfer as detailed above.

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 the Trainee 1, you will automatically advance to Trainee 2. 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.

Candidates are required to complete the below coursework:

Mandatory Coursework: Microsoft Word Basics; Customer Service; Organized Office Worker’ and Successful Business Writing.

Elective Coursework: In addition to the mandatory courses, candidates must also complete an additional 4 elective courses in the following competencies: Professionalism & Self-Management, Verbal & Written Communication, Interpersonal & Customer Relations, and Computer Skills & Technology. Agencies will determine acceptable elective coursework for the position being filled.

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.

Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam. 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 prior to appointment.

Duties Description The Administrative Assistant 1 duties in Office of Administrative Hearings will include but are not limited to the following:
• Process administrative decisions and requests for adjournments for Administrative Law Judges assigned by the Chief or Supervising Administrative Law Judge.
• Update the Office of Administrative Hearing (OAH) hearing calendar daily to include (but not limited to) additions and changes to the hearing schedule, submission of evidence, notification of appearance of counsel, and hearing outcome.
• Coordinate with the Division of Licensing Services to ensure the hearing calendar for Notice of Violation (NOV) is updated to reflect all cases that are scheduled to be heard on the hearing day, and update hearing calendar accordingly.
• Input data for the OAH dashboard on a bi-monthly basis.
• Email the OAH questionnaire to litigants to determine if they want to appear In-person or appear virtually for their administrative hearing.
• Email the virtual hearing questionnaire to the applicant/respondent at least 30 days before the hearing.
• Responsible for checking the OAH email, voicemail, and interacting with the public when required to do so.
• Respond to emails sent to the OAH shared mailbox(es) and take appropriate action in a timely manner.
• Download all hearing evidence sent to the OAH shared mailbox and save to appropriate case folder on G-drive.
• Assist Administrative Law Judges as needed. Including but not limited to, providing exhibits to litigants, and troubleshooting WebEx problems on hearing days and contacting litigants on behalf of Administrative Law Judges to avoid ex parte communications.
• Answer telephone and provide information to callers, take messages, and transfer calls to appropriate staff or Individuals.
• Greet litigants on hearing days.
• Escort litigants to the designated hearing room.
• Make copies of exhibits, scan exhibits and email to the appropriate parties to the hearing who are appearing virtually.
• Open, read, and distribute incoming mail and manage outgoing mail for OAH office.
• Operate office equipment such as printers, scanners, and copiers, and arrange repairs when equipment malfunctions.
• Uses various Information technology applications such as email, database, spreadsheets, and word processing applications.

Additional Comments The Department of State 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

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at

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

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

Name Raelynn Creech

Telephone 518-474-2752

Fax 518-402-3656

Email Address


Street 99 Washington Ave

Suite 1150

City Albany

State NY

Zip Code 12231


Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, resume, and New York State Part 1 Application ( to Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.

Printable Version