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Review Vacancy

Date Posted 02/26/24

Applications Due03/12/24

Vacancy ID152133


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


From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address WA Harriman State Office Campus

City Albany


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.

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.

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 This position is in the Composition Services Unit within the Forms and Publications Management section of the Taxpayer Guidance Division. Under the direction of a Senior Administrative Analyst, the incumbent will perform the following essential functions:
1. Utilize a personal computer including an alphanumeric keyboard to operate and maintain a PC-based digital desktop publishing software system; electronically typesetting documents; importing and reformatting text including tables and charts; and creating PDF files following department standards and unit procedures.

2. Proofread documents typeset by themselves and/or other employees. Make corrections as instructed.

3. Produce PDF files for clearances, printing, and posting to bulletin boards and the department’s website – saving to the appropriate folder locations.

4. Create and adjust fill in fields on PDF files as needed.

5. Prepare productivity reports.

6. Update databases as needed.

7. Create backups of the unit's computer files, including creating and printing an index for the backup disc. Retrieve backup files when requested, Save PDF files to specific locations on the shared servers.

8. Study all unit composition procedures, attend training, and apply skills learned.

9. Perform all composition activities as needed.

10. Work under stringent deadlines.

11. Maintain quality in work produced.

12. Send emails, sometimes with PDF files attached, when requested.

13. Meet the department's time and attendance rules and regulations.

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 or a background check to verify your identity.

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

Name Kacey Eutermarks

Telephone 5184022871


Email Address


Street W A Harriman State Office Campus

City Albany

State NY

Zip Code 12227


Notes on ApplyingQualified candidates should submit a resume and cover letter stating current title and how you qualify. Please reference the vacancy ID number, and the title of this position in the subject of your response to this posting.

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