Review Vacancy
AgencyTaxation & Finance, State
TitleAdministrative Assistant 1 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $44957 to $55093 Annually
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 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 MINIMUM QUALIFICATIONS:
Administrative Assistant Trainee 1: 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: 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: 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.
OR
Current NYS employee with one year or more of qualifying permanent service as an Office Assistant 2-Keyboarding.
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.
COMPETITIVE MINIMUM QUALIFICATIONS:
The selected candidate must be reachable on the eligible list for this title and location under Civil Service Law, Rules and Regulations.
OR
The selected candidate must be eligible for a 70.1 transfer under Civil Service Law, Rules and Regulations.
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.
Duties Description Under higher level supervision, the incumbent must be able to perform the following essential functions:
•Supervise unit staff (Including Mail Room Staff) in the proper handling of work within the unit, including workflow, schedules, prioritizing and ensuring timely and accurate completion of work. Identify staff training needs and Train staff as necessary. Review LATS and approve time for unit staff. Evaluate performance of subordinate staff.
•Assists Section Managers and performs various clerical tasks.
•Develop and maintain a good working knowledge and practical application of office procedures for Program Areas. Back up other supervisors and support staff in tasks as needed, such as running reports, check cashiering, LATS, etc. Follow Department procedures and policies, including Code of Conduct, Ethics practices, Internal Controls, Security and Confidentiality rules.
•Prepare documents and reports by creating, collecting, compiling, computing, and displaying data as required. File documents and case files including paper and electronic. Photocopying and distributing materials.
•Communicate effectively, clearly, and professionally with Department staff, customers, and others in person and via phone and written communications; develop and prepare correspondence, reports and other documents. Answer telephones and direct phone calls appropriately.
•Communicate effectively with supervisors; understand and carry out instructions; resolve work problems with supervisory assistance.
•Process mail.
•Operate office equipment such as printers, photocopiers, mail machines, telephones and scanners.
•Learn, maintain, and update skills in computer technology; manipulate an alphanumeric keyboard to utilize various computer systems and applications including tax specific applications, e-Mail etc.
•Ensure priorities are processed through the unit within required time frames
•Maintain confidentiality of information, exercise good judgement
•Work closely with Staffing Management/Human Resources to process forms and transactions for employees.
•Perform other duties as required.
•Adhere to the Department's time and attendance rules and regulations.
Additional Comments Work hours, travel, and telecommuting options to be discussed during the interview.
Appointment to each level of the traineeship will depend on which minimum qualifications are met.
The salary listed is a range, starting from the Trainee 1 level and ending at the Journey level, this will depend on what level the candidate is coming in at.
This location is eligible for location pay, in addition to the salary range listed.
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.
Email Address Mary.Trombley@tax.ny.gov
Address
Street W A Harriman State Office Campus
Notes on ApplyingQualified Candidates should submit a letter of interest and resume, including current title and how you qualify. You will be required to provide a copy of your unofficial transcripts to show you meet the minimum qualifications.
Please reference the vacancy ID number and job title with your response.
You may be contacted to provide your Social Security Number for verification of your NYS service.