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 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Westchester

Street Address Mid Hudson Regional Office

44 South Broadway - 6th Floor

City White Plains

StateNY

Zip Code10601

Job Specifics

Duties Description · Supervise unit staff (Including Mail Room Staff) in the proper handling of work within the unit, including workflow, schedules, prioritizing and ensuring timely and accurate completion of work. Identify staff training needs and Train staff as necessary. Review LATS and approve time for unit staff. Evaluate performance of subordinate staff.

· Assists Section Managers and performs various clerical tasks.

· Develop and maintain a good working knowledge and practical application of office procedures for Program Areas. Back up other supervisors and support staff in tasks as needed, such as running reports, check cashiering, LATS, etc. Follow Department procedures and policies, including Code of Conduct, Ethics practices, Internal Controls, Security and Confidentiality rules.

· Prepare documents and reports by creating, collecting, compiling, computing, and displaying data as required. File documents and case files including paper and electronic. Photocopying and distributing materials.

· Communicate effectively, clearly, and professionally with Department staff, customers, and others in person and via phone and written communications; develop and prepare correspondence, reports and other documents. Answer
telephones and direct phone calls appropriately.

· Communicate effectively with supervisors; understand and carry out instructions, resolve work problems with supervisory assistance.

· Process mail.

· Operate office equipment such as printers, photocopiers, mail machines, telephones. and scanners.

· Learn, maintain, and update skills in computer technology; manipulate an alphanumeric keyboard to utilize various computer systems and applications including tax specific applications, e-Mail etc.

· Ensure priorities are processed through the unit within required time frames.

· Maintain confidentiality of information, exercise good judgement

· Work closely with Staffing Management/Human Resources to process forms and transactions for employees.

· Perform other duties as required.

· 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 permanent 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 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:
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.

OR

Current NYS employee with one year or more of qualifying permanent service as an Office Assistant 2-Keyboarding.

COMPETITIVE MINIMUM QUALIFICATIONS:

The selected candidate must be reachable on the eligible list for this title and location under Civil Service Law, Rules and Regulations.

OR

The selected candidate must be eligible for a 70.1 transfer under Civil Service Law, Rules and Regulations.

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.

OHRM will schedule 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.

This location is eligible for location pay, in addition to the salary range listed.

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 or a background check to verify your identity.

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

Contact Information

Name Mary Trombley

Telephone

Fax

Email Address External.Application@tax.ny.gov

Address

Street W A Harriman State Office Campus

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.

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