Position Information

NY HELPYes

AgencyState Comptroller, Office of the

Title Administrative Assistant 1, SG -11, Administrative Assistant Trainee 2, (Equated to SG-10), Administrative Assistant Trainee 1, (Equated to SG-8) (NYHELPS)Item# 07934

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $47695 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 110 State Street

City Albany

StateNY

Zip Code12236

Job Specifics

Duties Description Provide Administrative Support
• Provide administrative support to the Bureau Director and Assistant Director, including scheduling meetings, preparing information, filing, special assignments, etc.
• Obtain information and reports from internal bureaus as well as external sources, tracking and monitoring the status of assignments and activities.
• Update and maintain Bureau documents (i.e. phone listings, schedules, agendas, org. charts, cyclical calendar) and procedures and post revised information to Bureau Team Room for reference.
• Monitor incoming mail and distribute accordingly.
• Order supplies for the bureau and write justifications for stock and non-stock items.
• Manage and monitor Division postings requested for the NYSLRS bulletin board and secure necessary approvals.
• Maintain the bureau’s administrative calendar and Microsoft Teams.
• Compile and distribute meeting agendas, take meticulous notes, and distribute meeting minutes to appropriate audience.
• Work as a team member including answering questions, attending and participating in all bureau meetings, communicating information, etc.
• Handle other duties as assigned.

Bureau Functional Area Clerical Support
• Assist with centralized canvass hiring process: Schedule interviews, manage interview documents, conduct reference checks.
• Monitor various shared mailboxes, ensuring timely acknowledgement and/or triaging of incoming email correspondence.
• Assist with maintenance of floor maps and nameplate distribution.
• Assist with monthly Division Team Meetings, prepare agendas, and serve as recorder.
• Maintain library and projector sign out sheet.
• Assist with Division-wide events and initiatives, as needed.
• Handle other duties as assigned.

Minimum Qualifications Do you want a career with a purpose that provides work/life balance? Apply today to join the Office of the New York State Comptroller.

No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program.

Non-Competitive Qualifications for appointment under the NYHELPS Program:

For appointment to the Administrative Assistant 1 (full journey level, SG-11), you must have:
High school diploma or high school equivalency diploma AND 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.

OR

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 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.

For appointment to the Administrative Assistant Trainee 2 (equated to SG-10), you must have:
High school diploma or high school equivalency diploma AND 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. 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.

For appointment to the Administrative Assistant Trainee 1 (equated to SG-8), you must have:
High school diploma or high school equivalency diploma AND 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. 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 1, you will automatically advance to Trainee 2.

Competitive Minimum Qualifications:
You must be currently reachable on the appropriate eligible list for this title, eligible under the 55 b/c program, or eligible to transfer to this title under Section 70.1 of the Civil Service Law.

Transfer:
For 70.1 transfer to Administrative Assistant 1, SG-11, you must have one year of permanent competitive, or 55-b/55-c service in an approved title for transfer allocated to an SG-9 or above, SG-8 or above for a Trainee 2, SG-6 or above for a Trainee 1, depending on qualifications. 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. Trainees must successfully complete a set training and development program to be advanced to the full performance level of this title.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)

Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade.

Depending on qualifications, you may be required to serve a 1 or 2-year traineeship that leads to the full level SG-11 position.

Traineeship salary information:
The position may be filled at the Administrative Assistant Trainee 1 SG-8 ($40391), Administrative Assistant Trainee 2 SG- 10 ($45081), or full performance Administrative Assistant 1 SG-11 ($47695) based on the candidate’s education, experience, and previous state service. Salary is nonnegotiable.

Candidates hired at the trainee level will be advanced to the full performance Administrative Assistant SG-11 following successful completion of the traineeship.

55b/55c Program appointment:
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
For more information on this program, please visit the NYS Department of Civil Service website, 55b/c Recruitment Resources Center (ny.gov)

Additional Comments Knowledge, skills, and abilities:
• Demonstrates excellent organizational and interpersonal skills.
• Demonstrates flexibility and responsiveness to changing priorities.
• Proficient with Microsoft Office applications and Office 365.
• Capable of quickly learning and adapting to new software applications.
• Acts in a professional and confidential manner.
• Communicates clearly and effectively over the telephone, face-to-face, and in writing.
• Capable of establishing working relationships with a variety of people at all levels of the organization.
• Demonstrates ability to work on multiple projects with different managers, prioritize tasks and meet deadlines.

Telecommuting: The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s primary residence location, duties, and work performance are aligned with telecommuting and operational needs they may be allowed to do so. Generally, OSC employees may telecommute up to 5 days per pay period but may be approved to telecommute less.

Reasonable Accommodation: The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924

Equal Opportunity Employment: The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers

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

How to Apply

Name David Heaphy

Telephone 5184741924

Fax (518)486-6723

Email Address Jobs@osc.ny.gov

Address

Street Office of the New York State Comptroller, Division of Human Resources

110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

 

Notes on ApplyingSubmit a clear, concise cover letter and resume stating how you meet the minimum qualifications for this title. To apply, copy and paste the following link into your browser:

https://www.osc.ny.gov/jobs/openings/administrative-assistant-1-trainees/032526

Reference Item #07934-DJH on your cover letter for proper routing.

Unofficial transcripts and/or templates will be required for certain positions. Documents must be sent as unlocked and accessible attachments.
If you have questions about this vacancy, please contact this Division representative:
Division Contact: Caitlyn Zautner
Email Address: czautner@osc.ny.gov