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Review Vacancy

Date Posted 02/23/24

Applications Due03/04/24

Vacancy ID151990


AgencyGeneral Services, Office of

TitleAdministrative Assistant 1 (NY HELPS) - VID 151990

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 Contingent Permanent

Jurisdictional Class Non-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? No

County New York

Street Address 163 West 125th Street

City New York


Zip Code10027

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience, certification, and education.

Required experience: Administrative support experience, including use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

**Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of required experience OR International Association of Administrative Professionals (IAAP) Certified Administrative Professional in progress (CAP (ip)) certification OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
Applicants must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a performance test prior to end of their probationary period.

Duties Description • Provide direct administrative support for the OGS office at the Adam Clayton Powell Jr. State Office Building.
• Perform various support functions including answering phones and assisting callers, takes messages for building management, transfers calls to appropriate individuals, greet and assist visitors in-person and handle all inquiries.
• Composes, types, and distributes clear and concise meeting notes, correspondence, reports, and other documents utilizing software such as Microsoft Office.
• Assist with scheduling meetings, and maintaining calendar and confirms appointments for clients, customers, or supervisors.
• Creates, maintains, and enters information into spreadsheets and databases. Sets up and manages paper and electronic filing systems.
• Assists with proofreading and editing internal materials.
• Review work done by others to check for correct spelling and proper grammar and recommends revisions.
• Work on multiple projects with different managers.
• Distributes building announcements to the agency contacts.
• May assist with new staff recruitment by setting up, collecting paperwork, and participating in the interviews.
• Complete procurements and requisition requests using the Statewide Financial System (SFS).
• Prepares travel expense reports in SFS for the Building Superintendent.
• Contact external customers (Contractors, Vendors), client agencies and consultant field staff reviewing and securing required reporting forms and monthly reports.
• Perform other duties as assigned.

Additional Comments *There is no examination required for appointment to a NY HELPS position. Candidates hired before May 2024 will be appointed on a temporary basis. In May 2024, satisfactory employees will receive permanent, non-competitive appointments and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

Candidates appointed in New York City receive an additional $3,087 downstate adjustment location pay.

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

Name Human Resources/KE

Telephone 518-473-5282

Fax 518-486-1631

Email Address


Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242


Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.

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