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Review Vacancy

Date Posted 02/22/24

Applications Due03/07/24

Vacancy ID151829

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 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address Empire State Plaza, Swan Street Building - Core 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), 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 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 at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

Duties Description Employee Benefits has the lead role for administering the New York State Health Insurance Program (NYSHIP), one of the largest public employer health insurance programs in the nation covering more than 1.2 million lives. This position will play an important role in ensuring the continued success of the comprehensive health insurance programs.

The Administrative Assistant 1 will provide a full range of administrative support for staff of the Employee Benefits Division’s Communications Unit and Vendor Management Unit. The Administrative Assistant 1/Trainee 1 or 2 duties will include but are not limited to the following:
• Providing clerical support to both units such as scanning, preparing, editing/proofreading, merging Excel data into Word-based documents and tracking correspondence using FileNet, and other document tasks as needed, including those that may be needed for presentations, contracts, procurements, or statutorily required reports.
• Handling incoming phone calls to the Communications Unit’s main telephone line to assist callers with questions regarding publications, ordering materials online, return mail and mandated package orders, accessing information on the Division's websites and forwarding calls to appropriate staff in either unit, if necessary.
• Assisting staff with scheduling meetings, including interviews for vacancies, conference calls, and webinars with internal and external staff. Position provides phone and in person coverage for the reception desk on the first floor of Core Building 1. Back up for Director’s office administrative assistant, as needed.
• Maintaining a complete onsite NYSHIP publication inventory for the Division and accurate hard copy archive files.
• Providing email notification to DCS personnel, OER and Empire Plan administrators' call centers regarding new publications that include website hyperlinks and PDF attachments.
• Managing NYSHIP's participation in agency health fairs, union events and retiree meetings/events by making arrangements for the appropriate health, dental and vision representatives to attend (either in person or virtually) and working with the fulfillment center to order program materials and ensure that they are shipped and received in a timely manner for each event.
• Assisting unit personnel with inventory management tasks at the fulfillment center, which may include following up with agency personnel regarding order details and creating Excel spreadsheets to support work tasks.
• Logging and distributing incoming mail and faxes to staff; and coordinating and tracking unit wide activities including monthly reports, vacation and telecommuting schedules, mandatory Department training courses and other unit initiatives as needed. Monitor FileNet correspondence and advise VMU staff when a new item is placed in their folder.
• Managing office services and other general administrative tasks including, ordering supplies, coordinating general maintenance requests, and coordinating with Division and Department staff in addressing operational and technology issues impacting the units.
• Assisting with the NYSHIP HMO Annual Submission process. Ensure letters are sent via physical mail and email.
• Assisting with processing requests received for legal records related to medical billing, claims or lien information. Ensure responses are physically mailed and saved to FileNet.

Additional Comments #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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