Review Vacancy
AgencyHealth, Department of - Helen Hayes Hospital
TitleAdministrative Assistant 1 (NY HELPS) - 76035
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $44391 to $62447 Annually
Duties Description The Administrative Assistant 1 is responsible for maintaining the computerized Pyxis supply inventory system for Central Supply and Storeroom. This role ensures that all supply transactions are accurately recorded and that critical items are available when needed. The Administrative Assistant 1 supports the procurement process by preparing purchase orders, managing back orders, overseeing contracts, and reviewing invoices for accuracy.
They will be responsible for typing office correspondence and maintain a filing and record tracking system.
The incumbent will maintain up to date New York State contract information and records of products available through Intalere. They will place orders for supplies and other items from N.Y.S. purchasing sources and Intalere, along with reviewing NYS contracts, Intalere Offerings and other sources to obtain the best available pricing. The Administrative Assistant will maintain and manage the Safety Data Sheets of inventory items and complete inventory month/year end reports.
Minimum Qualifications Reassignment: Current New York State Department of Health Helen Hayes Hospital employee with permanent, contingent-permanent or 55-b/c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.
Transfer: Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant 1 or Administrative Assistant Trainee.
Promotion Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. Candidate must be a current New York State Department of Health (DOH) employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see https://www.cs.ny.gov/announarchive/search/).
If less than three interested and qualified New York State Department of Health employees serving in the direct-line, lower-level title(s) within the agency apply to this opportunity, the agency may make a non-competitive appointment under the NY HELPS program.
Open Competitive HELPS qualifications:
Administrative Assistant Trainee 1 (equated to Salary Grade 8): 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2 (equated to Salary Grade 10): 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1 (equated to Salary Grade -11): 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.
Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
The preferred candidate has knowledge and experience in the process of inventory management and of NYS Procurement Policies, Rules and Guidelines. The preferred candidate will be able to work with Microsoft Word and Excel spreadsheets.
Preferred Qualifications:
Additional Comments One permanent, competitive, or non-competitive (NY HELPS), full time appointment.
Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
Degrees awarded from educational institutions outside of the United States, or its territories must be independently verified for equivalency. Please see https://www.cs.ny.gov/jobseeker/degrees.cfm for additional information.
If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the Department of Health Helen Hayes Hospital and have one year of permanent competitive service in a clerical title allocated to Grade 6 and above; and completion of a two-year traineeship. as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see https://www.cs.ny.gov/announarchive/announcements/38-701.cfm?live=false).
A two-year traineeship leading to Administrative Assistant 1, Grade 11, is in effect. If placed at a trainee level, trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, Grade 11.
The posted salary range ($44,391 - $62,447) includes $4,000 of Downstate Adjustment.
This position is part of the NYS HELPS program. No examination is required.
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:
• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...
The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm
If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.reasonable.accommodation@health.ny.gov to make a request.
NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
Some positions may require additional credentials or a background check to verify your identity.
Email Address human.resources@helenhayeshosp.org
Address
51-55 Rte 9W
Notes on ApplyingPlease submit your resume and cover letter as one (1) document, preferably in PDF format, by email to human.resources@helenhayeshosp.org, with Reference Administrative Assistant 1/76035 included in the subject line or by mail to Human Resources, Helen Hayes Hospital, Bldg 22, 51-55 Rte 9W, West Haverstraw, NY 10993, or by fax to (845) 786-4783. Failure to include the required information may result in your resume not being considered for this position.