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 Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? Yes

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Erie

Street Address Buffalo District Office

77 Broadway - Suite 300

City Buffalo

StateNY

Zip Code14203

Job Specifics

Duties Description • Perform clerical related tasks such as copying and filing various documents, distributing materials, maintaining electronic and hard copy filing systems, and answering and routing telephone calls to appropriate staff.
• Mail room duties including collecting and sending outgoing mail; sorting and distributing incoming mail and receiving deliveries.
• Operate office equipment such as printers, photocopiers, scanners by ensuring that paper trays are filled, and toner cartridges are changed as needed. Ensure that all printers, copiers have an adequate supply of copy paper and toner.
• Keeping an inventory of office supplies by maintaining a database.
• Process and/or cashier incoming checks.
• Report building issues to property manager and escort vendors that arrive in the office to make repairs.
• Assist with new employee onboarding including the completion of online and hard copy forms.
• Communicate clearly and effectively, both verbally and in writing.
• Follow Department rules and Audit Division procedures and policies, including but not limited to, Code of Conduct, ethics practices, security, confidentiality rules, etc.
• Meet the Department's time and attendance rules.

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
Work hours, travel, and telecommuting options to be discussed during the interview.
Appointment to each level of the traineeship will depend on which minimum qualifications are met.

The salary listed is a range, starting from the Trainee 1 level and ending at the Journey level, this will depend on what level the candidate is coming in at.


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 Rose Benoit

Telephone 518-402-5122

Fax

Email Address External.Application@tax.ny.gov

Address

Street W.A. Harriman 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

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