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Review Vacancy

Date Posted 09/17/21

Applications Due10/01/21

Vacancy ID91338

AgencyEducation Department, State

TitleAdministrative Assistant 1, Administrative Assistant Trainee 1, (Open to current NYS employees only), Box P12-2078/04140

Occupational CategoryNo Preference

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $41953 to $51410 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Office of Education Policy

Office of Career and Technical Education

City Albany

StateNY

Zip Code12234

Minimum Qualifications MINIMUM QUALIFICATIONS:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.

Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Secretary 1 eligible list. If you are on the eligible list for Secretary 1, you may receive a canvass letter. You must complete and return the canvass letter as instructed.

Section 70.1 Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework**. For information regarding the transfer options of your current title, please visit Civil Service Career Mobility Office Website.

Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law. For information regarding the transfer options of your current title, please visit Civil Service Career Mobility Office Website.

Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework**. For information regarding the transfer options of your current title, please visit Civil Service Career Mobility Office Website.

Duties Description The New York State Education Department’s (NYSED) Office of Education Policy is seeking candidates for an Administrative Assistant 1 position in the Office of Career and Technical Education (CTE). This Office provides students with technical and academic knowledge, as well as the skills necessary to succeed in high school and beyond. This Office oversees the delivery of CTE statewide and provides technical assistance to the field in a number of areas including instructional practice, NYSED program approval, work-based learning, technical skills assessments, operational requirements, civil rights compliance, and grant administration. Duties of this position include, but are not limited to, the following:

• Support office operations through management of recurring program and grant approval workloads;
• Maintain office databases and files used in the administration of the State and federal grants and NYSED program approvals;
• Oversee workflow related to annual program reviews and civil rights monitoring including initiating site monitoring scheduling, notification letters, tracking and follow-up of outstanding compliance issues, and closeout of reviews upon completion;
• Prepare reports, application materials, and correspondence using Access, Excel, OneNote, and other MS Office applications and state proprietary systems;
• Schedule virtual and in-person meetings, utilizing technology such as Zoom, WebEx, and Microsoft Teams to coordinate and facilitate meetings;
• Perform travel-related and fiscal transactions utilizing New York’s Statewide Financial System;
• Respond to a high volume of telephone calls, voice mail messages, and emails from CTE educators statewide; and
• Provide administrative services and assistance to staff as assigned.

Additional Comments CONDITIONS OF EMPLOYMENT: This will be a contingent permanent appointment. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of work experience and/or completed coursework will be required for all candidates at the time of interview. Successful completion of an appropriate keyboarding test will be required for all candidates unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test was required.

This position may be filled as a traineeship. The salary above applies to candidates appointed to Administrative Assistant 1, SG-11. The salary for candidates appointed to Administrative Assistant Trainee 1 starts at $35,528 and, for current New York State employees, is based on the candidate’s salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete the traineeship in order to advance to the journey level title and salary.

* Leads to a maximum salary of $51,410 based on annual performance advances.

** Administrative Assistant Traineeship Coursework Requirements: Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative core competencies: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management; Verbal and Written Communication. Candidates appointed to Administrative Assistant Trainee 1 must complete one mandatory course in each of the core competencies within one year of appointment. The mandatory courses are Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing. Advancement from Administrative Assistant Trainee 1 to Administrative Assistant Trainee 2 is contingent upon completion of one year of permanent competitive or 55b/c service as an Administrative Assistant Trainee 1 and completion of the four mandatory courses. Candidates appointed to or advanced to Administrative Assistant Trainee 2 must complete one elective course in each of the core competencies prior to the completion of the Administrative Assistant Traineeship. Advancement from Administrative Assistant Trainee 2 to Administrative Assistant 1 is contingent upon completion of the requisite courses. Failure to complete the requisite courses prior to the completion of the Administrative Assistant Traineeship will result in removal from employment.

APPLICATION: Qualified candidates should send a resume and letter of interest by September 1, 2021 to P12jobs@nysed.gov (email submissions are preferred). You must include the Box number (P12-2078/04140) of the position in the subject line of your email and cover letter to ensure receipt of your application. In order to qualify for the position, when you have current or prior New York State employment, you may be contacted by NYSED Personnel for your social security number to confirm your State employment history.

Some positions may require additional credentials or a background check to verify your identity.

Name Office of Human Resources Management

Telephone (518) 474-5215

Fax (518) 486-5631

Email Address p12jobs@nysed.gov

Address

Street NYS Education Department

89 Washington Avenue, OHRM, Room 528 EB

City Albany

State NY

Zip Code 12234

 

Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by September 1, 2021 to P12jobs@nysed.gov (email submissions are preferred). You must include the Box number (P12-2078/04140) of the position in the subject line of your email and cover letter to ensure receipt of your application. In order to qualify for the position, when you have current or prior New York State employment, you may be contacted by NYSED Personnel for your social security number to confirm your State employment history.

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