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Review Vacancy

Date Posted 02/26/24

Applications Due03/12/24

Vacancy ID152135


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 Under the supervision of a section manager in Taxpayer Guidance, the Administrative Assistant 1 will perform a variety of tasks to support the operations of the Taxpayer Guidance Division. The candidate must be able to perform the following essential functions:

• Assist the section manager with administrative needs including but not limited to:
o Email monitoring?
o Calendar maintenance?
o Scheduling meetings?
o Meeting preparation-agendas and materials?
o Reports?
• Ordering supplies?

• Provide clerical and administrative support to unit managers as required.

• Coordinate information flow between the section manager and unit managers.

• Exercise independent judgment and decision-making on a regular basis.

• Communicate effectively with Taxpayer Guidance staff, set priorities for tasks assigned by multiple staff and maintain the confidentiality of sensitive matters.

• Maintain confidential documents, information, and files in both electronic and paper formats.

• Maintain the office leave calendar and reconcile staff’s time cards.

• Collect, log, and review incoming correspondence and reports to determine their significance. Make recommendations to manager or refer to appropriate person for reply.

• Monitor and respond to inquiries sent to mailgroup email boxes.

• Maintain office phone list, seating charts, and fire drill rosters.

• Send emails to staff making work assignments, when requested.

• Answer the telephone for TGD section manager and unit managers, take messages, and refer calls requiring technical knowledge to appropriate staff.

•?????aintain electronic filing systems, email lists, and work flows for projects and other data.

• Maintain paper loose leaf tax regulation binders and legislative reference books.

• Prepare electronic reports, memos, letters, and other documents, including technical memoranda, bulletins, and publications for posting to the web. Format these documents in Word and create pdfs for web-based guidance using TeamSite.

• Review and edit outgoing email for manager; electronically file, scan, and make photocopies, as needed for staff.

• Serve as back-up for the other administrative assistants in Taxpayer Guidance, provide coverage and fill in during their absences.

• Be available for work coverage starting no earlier than 8 a.m.

• Coordinate and schedule training classes for staff, as needed.

• Maintain performance evaluation tracking database and send reminder emails to supervisors.

• 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 518-402-2871


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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