Position Information

NY HELPYes

AgencyTaxation & Finance, State

TitleAdministrative Assistant 1 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $48006 to $60467 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 7:30 AM

To 3:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address WA Harriman Campus Bldg. 8

City Albany

StateNY

Zip Code12227

Job Specifics

Duties Description The incumbent of this position reports to the Administrative Analyst and provides administrative functions to support the permanent and temporary employees in the Processing Division. The Administrative Assistant will perform essential functions including but not limited to:
• Provide clerical support to Staffing Services, including scheduling interviews and creating, maintaining, and entering information into spreadsheets and databases
• Open, review, sort and distribute mail in accordance with staff assignments
• Maintain tracking spreadsheets concerning certain employee information or status, such as Probationary/Discretionary Leaves, Voluntary Reduction in Work Schedule (VRWS) and Alternate Work Schedule (AWS) applications
• Answer telephone and provide information to callers, take messages, and transfer calls to appropriate individuals.
• Maintain and update office procedures
• Design, set up, and maintain files of correspondence or documents
• Assist with tracking and maintaining performance report completion and status, including assisting with any necessary outreach to supervisors and managers
• Provide direct supervision to subordinate staff
• Communicate effectively, both verbally and in writing, to respond to inquiries from Department staff and external candidates
• Assist with onboarding and offboarding tasks as needed, including assisting with the completion of forms in accordance with agency procedures.
Meet 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 may be filled via a noncompetitive 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 (within one year of permanent appointment), 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

NY HELPS PROMOTION MINIMUM QUALIFICATIONS:
One year of permanent service as an Office Assistant 2 (Keyboarding).

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
Note: Administrative Assistant 1 may be filled as a two-year traineeship, placement above trainee 1 is at the discretion of the hiring agency. Your resume should clearly indicate your qualifying experience by describing in detail the duties you completed for each position, and you should indicate the time spent in each position with the beginning and end dates.

? Administrative Assistant Trainee 1 (equated to SG-8, starting salary $40,625):
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.

? Administrative Assistant Trainee 2 (equated to SG-10, starting salary $45,260):
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.

? Administrative Assistant 1 (SG-11, starting salary $48,006):
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.

Education Substitution:
• Certification (e.g., IAAP Certified Administrative Professional) substitutes for two years of experience.
or
• An associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

If you qualify with education or certification, please include this with your application. Your unofficial transcripts should show your name, school’s name, type of degree, date degree was awarded. If your degree was earned from a school outside the United States you must provide an evaluation from one of the approved evaluators listed here: https://www.cs.ny.gov/jobseeker/degrees.cfm


COMPETITIVE MINIMUM QUALIFICATIONS
• Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and regulations.
OR
• Reachable on the appropriate eligible list for this title and location. If you are canvassed, you must reply to the canvass.

55-b/c ELIGIBLE EMPLOYEES:
You must meet the requirements for a subsequent 55-b or 55-c appointment, please include your letter of eligibility from the Department of Civil Service dated within the last three (3) years with your application.

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.


Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).



Note: Due to the nature of this position, newly hired employees will not be eligible to telecommute. After the specified training period, employees may be allowed to submit a telecommuting application in accordance with the Department’s policy and subject to management approval.

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

How to Apply

Name Recruitment Team 1

Telephone 518-457-2900

Fax

Email Address External.Application@tax.ny.gov

Address

Street W. A. Harriman State Office Campus Building 9, Room 256 Building 9, Room 256

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

*Former and current NYS employees may be contacted for their full social security number to verify their NYS work history and determine eligibility to transfer.


-------------------FOR NY HELPS APPLICATIONS-------------------
Transcripts must show:
1. Your name
2. School name
3. Degree was awarded
4. Date degree was awarded
5. Foreign degrees must have an approved evaluation: https://www.cs.ny.gov/jobseeker/degrees.cfm

Note: It is essential that you describe your qualifying education and/or experience as completely as possible on your application; your application should describe in detail the duties you performed for each position. You must list the time spent in each position with start and end dates including the month and year. Omissions or vagueness may not be interpreted in your favor.