Review Vacancy
AgencyHomes and Community Renewal
TitleAdministrative Assistant Trainee 1 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $38073 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:
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.
COMPETITIVE MINIMUM QUALIFICATIONS:
Must be reachable on the New York State Civil Service eligible list.
70.1 TRANSFER QUALIFICATIONS:
One year of permanent or contingent permanent in an eligible title for transfer determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title is transferrable.
55B/C QUALIFICATIONS:
Candidates must meet the open competitive minimum qualifications for this position. Please be sure to submit your 55B/C letter.
Mandatory Coursework to be completed by the end of the traineeship: Candidates must complete the following core courses: Microsoft Word Basics; Customer Service; Organized Office Worker; and Successful Business Writing.
Elective Coursework: In addition to the mandatory courses, candidates must also complete an additional four elective courses in the following competencies: Professionalism & Self-Management, Verbal & Written Communication, Interpersonal & Customer Relations, and Computer Skills & Technology.
Agencies will determine acceptable elective coursework for the position being filled.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Duties Description The Administrative Assistant Trainee will provide support to the Section 8 Performance Based Contract Administration Team and to the HCR Syracuse office. Duties include:
• Acquire a basic understanding of the Section 8 program through HUD Handbooks & Notices, in-house staff training, available trainings, etc.; develop standard responses to frequently asked questions;
• Learn to utilize Section 8 data systems, including but not limited to: the current PBCA private sector partner’s database (CATS/CAVS); HUD iREMS/TRACS etc.; perform basic data searches and analysis upon request; maintain strict confidentiality of all data.
• Draft and edit reports, collect, and enter data, and maintain files; maintain spreadsheets for PBCA leveraging, Administrative fee tracking, etc.; prepare monthly program report.
• Coordinate communication on behalf of PBCA program; distribute quarterly PBCA newsletter and assist with gathering content; Monitor and respond to public inquiries in the PBCA mailbox and by phone in Syracuse; Receive phone and email inquiries; determine relevant program areas and liaison with staff to make appropriate referrals; track inquiries using an Excel Call log;
• Draft and edit Section 8 internal and external correspondence as requested; Maintain and update as necessary an email library for the PBCA portfolio and prepare and send portfolio wide informational email blasts as requested.
• Coordinate and execute the submission of Quality Assurance reports to the PBCA private sector partner (CGI) as well as responses received from the private sector partner; collect and distribute QA reports and responses with all PBCA staff;
• Maintain a tracking log for PBCA for on-site findings and mitigation as well as Quality Assurance reports; send follow-up and final closeout letters;
• Monitor and distribute daily to PBCA staff all relevant industry related communications;
• Monitor and maintain a calendar of all upcoming industry and training events; maintain calendar for Syracuse conference room and resolve scheduling conflicts;
• Schedule meetings, conferences, trainings, and other events on behalf of staff; promote attendance, track RSVPs, etc.; create meeting agendas and draft meeting notes.
• Maintain video conference equipment and ensure operability for agency events including public hearings and monthly board meetings.
• Ensure confidentiality for sensitive information, including Section 8 data.
• Maintain general office functioning – troubleshooting computer and printer problems; loading printers, changing ink cartridges; operate postage machine; and track inventory of office supplies; submit and track supply orders;
• Assist with copying, storage, and destruction of documents; oversee the use of the H, W & Q drives, and the file cabinets in the office; assist program staff in the storage and destruction of documents in compliance with the agency’s records retention policies;
• Conduct mailings as requested; create forms and labels; log, process, distribute, mail; and apply postage;
• Coordinate and assist with travel as necessary; Submit travel vouchers for DHCR and HTFC employees; help make travel arrangements, including booking hotels, rental cares, etc.
• Receive phone and email inquiries to the Syracuse office; determine relevant program areas and liaison with staff to make appropriate referrals; track inquiries using an Excel Call log;
• Coordinate HCR participation in local events, including Governor’s visits, the New York State Fair, etc.; assist on site at events as necessary including attendee check-in, greeting, etc.
• Log and document facility issues at the Syracuse office; liaison with HCR Facilities staff and with property management staff; identify potential health and safety risks to employees and guests; report appropriately;
• Greet visitors; maintain appearance of reception desk, bulletin boards, and guest areas;
• Possibility of minimal travel;
• Other duties as assigned.
Additional Comments Mandatory Coursework to be completed by the end of the traineeship: Candidates must complete the following core courses: Microsoft Word Basics; Customer Service; Organized Office Worker; and Successful Business Writing.
Elective Coursework: In addition to the mandatory courses, candidates must also complete an additional four elective courses in the following competencies: Professionalism & Self-Management, Verbal & Written Communication, Interpersonal & Customer Relations, and Computer Skills & Technology.
Agencies will determine acceptable elective coursework for the position being filled.
Please provide a current resume if interested in this position. Please note the vacancy ID in the subject line of your email when applying. If you are replying to this posting from Indeed, please include the location of the position and job duties in your response.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Some positions may require additional credentials or a background check to verify your identity.
Email Address job.opportunities@hcr.ny.gov
Address
Room 2N
Notes on ApplyingIt is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Please provide a current resume if interested in this position. Please note the vacancy ID in the subject line of your email when applying. If you are replying to this posting from Indeed, please include the location of the position and job duties in your response.