Position Information

NY HELPYes

AgencyTaxation & Finance, State

TitleAdministrative Assistant 1 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $46306 to $56743 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8 AM

To 4 PM

Flextime allowed? Yes

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 299 Old Niskayuna (Wade) Road

City Latham

StateNY

Zip Code12110

Job Specifics

Duties Description Function Description

+Assist in answering and screening telephone calls for main and Disclosure phone lines and direct to proper staff; take phone messages that include all pertinent information to enable staff to be prepared when returning the call.

+Prepare, review and process various personnel forms.

+Act as a liaison for online performance evaluation, personnel, and benefit questions.

+Prepare posting notices for items to be filled.

+Canvass civil service lists and properly record responses.

+Prepare equipment requests for new employees.

+Enter and retrieve data using various computer systems and applications.

+Perform office support duties as directed by supervisor such as preparing correspondence, photocopying, scanning, filing, and assisting with routine clerical functions.

+Open and distribute incoming mail.

+Type and proofread from handwritten and printed material, memoranda, correspondence and reports; typing should be accurate and edited to ensure proper spelling, grammar and punctuation usage.

+Schedule meetings, secure locations for conference rooms, and arrange for visitors as needed.

+Communicate effectively orally and in writing.

+Operate office equipment such as printers, photocopiers and scanners.

+Purchase/requisition functions, including gathering requests from staff for office supplies, etc., research price and availability, reconcile P-Card transactions at month end.

+Maintain records inventory in C Cage in basement; fulfill requests for records retrieval from C Cage; work with Files Management and OSB staff to transfer records between Wade Road and Campus.

+Follow Department rules and division procedures and policies including the Code of Conduct, ethics practices, security and confidentiality rules.

+Adhere to the Department’s time and attendance rules and regulations.

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 a future date, 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 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.



PROMOTION MINIMUM QUALIFICATIONS:

One year of permanent service as an Office Assistant 2 (Keyboarding).


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.

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:

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 may be required.

OHRM will schedule keyboarding tests as needed.

Additional Comments 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 credentials or a background check to verify your identity.

Contact Information

Name Anjuli Barcomb

Telephone 518-530-4639

Fax

Email Address External.Application@tax.ny.gov

Address

Street W A Harriman State Office Campus

Building 9

City Albany

State NY

Zip Code 12227

 

Notes on ApplyingQualified candidates should copy the below web address into your browser to complete the online application for the Department of Tax and Finance. Within the application you will attach your resume and cover letter.

https://www7b.tax.ny.gov/HELP/gateway/HELP.HOME

Telecommuting is limited.

PLEASE NOTE: Current NYS employees may be contacted to verify their Social Security Number.