Review Vacancy
AgencyCivil Service, Department of
TitleAdministrative Assistant 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $56375 to $70407 Annually
Minimum Qualifications REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 2, if less than one year, you must be currently reachable on the Secretary 2 eligible list for the Albany location if one exists.
70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 13 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 successful completion of the keyboarding exam, please see details for the keyboarding exam requirements below.
For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
PROVISIONAL QUALIFICATIONS:
Based on the results of the canvass of the current eligible list for the Administrative Assistant 2 position the Department may elect to make a provisional appointment to this position rather than a permanent appointment should the eligible list have less than three candidates interested. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Secretary 2 exam and be reachable for appointment from the newly established eligible list.
The minimum qualifications for Provisional appointment are:
One year of permanent, contingent-permanent, or 55 B/C service as an Office Assistant 2 (Keyboarding), Office Assistant 2 Keyboarding (Spanish Language), Administrative Assistant 1 and Administrative Assistant 1 (Spanish Language).
NON COMPETITIVE PROMOTION (NCP) QUALIFICATIONS:
The Department of Civil Service is considering making a request to the Department of Civil Service to hold a non-competitive promotion examination for the above title in accordance with Section 52.7 of the Civil Service Law if three or fewer interested promotional candidates respond to this notice. Before submitting such a request, we must ascertain if anyone meeting the minimum qualifications is interested in competing in a promotional examination for the above title and if they would accept appointment if offered. To qualify, you must be a current Department of Civil Service employee. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Please note this will be a competitive appointment. The term non-competitive refers to the appointed candidate not needing to compete in the next holding of the examination.
The minimum qualifications for NCP appointment are:
One year of permanent, contingent-permanent, or 55B/C service as an Administrative Assistant 1 or an Administrative Assistant 1 Parenthetic.
SUBSEQUENT 55 B/C TRANSFER QUALIFICATIONS:
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 and meet the 70.1 transfer qualifications listed above.
KEYBOARDING EXAM QUALIFICATIONS: 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.
Duties Description The Office of Strategic Planning and Innovation performs management activities designed to set priorities, focus energy and resources, strengthen operations, and ensure that employees and other stakeholders are working together to achieve measurable results. This office is providing project oversight for several initiatives that will transform the way the Department delivers services to partner agencies and to the public, and this position will play an important role in ensuring the success of these modernization efforts.
The Administrative Assistant 2 will provide support to the Division of Strategic Planning and Innovation while performing a wide variety of tasks to maintain efficient workflow within the Division and between state-wide Civil Service modernization efforts. The Administrative Assistant 2 duties in the Office of Strategic Planning and Innovation will include but are not limited to the following:
• Organizing and coordinating administrative activities of the Division of Strategic Planning.
• Taking minutes during Division meetings, drafting agendas, taking attendance and once approved, disseminating meeting minutes to participants.
• Reviewing calendars for Division to ensure leadership are reminded of upcoming events and provide necessary back up.
• Assisting in the review, evaluation, and analysis of a variety of reports and records.
• Assisting in reviewing and revising procedure manuals.
• Coordinating recruitment activities and arranging interviews.
• Assisting with management and implementation of Division training requirements
• Preparing and editing draft correspondence and other documents.
• Answering phone calls and responding to emails.
• Training and supervising staff.
• Coordinating information flow by acting as liaison among executives other representatives.
• Establishing/enhancing office procedures; maintaining efficient workflow; tracking and coordinating assignments.
• Designing filing systems to manage paper and electronic documentation and correspondences.
• Utilizing information technology applications such as email, databases, spreadsheets, and word processing.
• Creating, maintaining, and entering information into spreadsheets and databases.
• Maintaining scheduling and event calendars; scheduling and confirming appointments.
• Making travel arrangements; creating and/or submitting travel expense reports.
• Reviewing work completed to check for correct spelling and grammar; ensuring office format policies are followed and recommending revisions.
• Providing additional administrative support as needed.
Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
Among its duties, the Department:
- Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
- Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
- Assists municipal agencies with civil service administration of more than 360,000 local government employees.
- Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)
NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.
The Department of Civil Service 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 YourFutureBeginsHere@cs.ny.gov
Some positions may require additional credentials or a background check to verify your identity.
Email Address YourFutureBeginsHere@cs.ny.gov
Address
Street Empire State Plaza, Agency Building 1
Office of Human Resources and Administrative Planning
Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email.