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Review Vacancy

Date Posted 03/01/24

Applications Due03/15/24

Vacancy ID152769


AgencyState, Department of

TitleAdministrative Assistant 1 / Trainee 1-2 (NY HELPS) - Vacancy ID# 152769

Occupational CategoryAdministrative or General Management

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $38073 to $55093 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? Yes

County Albany

Street Address 99 Washington Avenue

City Albany


Zip Code12231

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.
Administrative Assistant Trainee 1:
Possess a High School or High School equivalency diploma.

Administrative Assistant Trainee 2:
Possess a High School or High School equivalency diploma; and 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 management of an office.

Administrative Assistant 1:
Possess a High School or High School equivalency diploma; and two years of experience in administrative support, which includes use of office support (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 6 or higher eligible for transfer and determined to be similar by Civil Service.

Some titles eligible for transfer require special qualifications, if applicable the special qualifications are:

Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS equated Grade 8, and Administrative Assistant Trainee 2, NS equated Grade 10 leading to Administrative Assistant 1, Grade 11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete four elective courses prior to advancing to full title. The courses are offered to CSEA and M/C employees through the New York State & CSEA Partnership. Equivalent coursework may be accepted in lieu of these courses as determined by the Department of State (DOS). Trainees will be able to complete the courses either through classroom or online training and webinars, or equivalent offerings through another entity as determined by the agency.

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.

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.

• Experience in a professional setting, preferably related to finance or fiscal transaction processing.

Duties Description DUTIES:
The Administrative Assistant/ Trainee 1/2 duties in the Bureau of Fiscal Management will include but are not limited to the following:
• Process DOS revenue transaction information received from program areas in Statewide Financial System (SFS) while performing a wide range of administration tasks within the Revenue Unit, not limited to, but including fielding questions, information gathering and compiling reports.
• Understand and assist with implementation of procedures and requirements as directed by supervisors for DOS revenue reporting needs.
• Communicate professionally and effectively with co-workers, supervisors, and program staff to ensure needs and revenue functions are understood and maintained.
• Implement our policies and procedures regarding review and reconciliation.
• Resolve day to day operational problems by using SFS, MS Excel, MS Word, other software and systems aa needed along with phone and DOS email communication within DOS Revenue Unit and Program Areas.
• Understand and use correct revenue type codes to maintain efficient workflow within DOS Revenue Unit.
• Assist other Fiscal Services staff as needed when it comes to organizing, expediting, and following up on projects.

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 Cherise Watson

Telephone 518-474-2752

Fax 518-402-3656

Email Address


Street One Commerce Plaza

99 Washington Ave

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.

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