Review Vacancy
AgencyTemporary and Disability Assistance, Office of
TitleAdministrative Assistant 1 or Trainee 1 or 2 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $38073 to $55093 Annually
Minimum Qualifications NY HELPS: 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 non-competitive appointment, which means no examination is required, but all candidates must meet the non-competitive minimum qualifications for this title. At this time, OTDA may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive, and the official probationary period will begin.
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 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 QUALIFICATIONS:
For Trainee 1, you must have 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.
For Trainee 2, you must have 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.
For the Full Performance Level, you must have 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.
Substitution: 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.
OR
55b/c: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and meet the above mentioned Non-Competitive Qualifications. Information about the 55b/c program can be found here: 55b/c Recruitment Resources Center (ny.gov).
COMPETITIVE QUALIFICATIONS
Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. Information regarding transfer eligibility is available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
OR
Reachable on the appropriate eligible list in Albany.
Please note: Titles which require special qualifications must also meet the following criteria:
You must provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses listed below.
For Trainee 2: Mandatory Administrative Support Courses: • Microsoft Word Basic • Customer Service • Organized Office Worker • Successful Business Writing Elective
For Full Performance Level: You must have completed the mandatory coursework for Trainee 2 AND have completed the following Elective Administrative Support courses: • Computer Skills and Technology • Interpersonal and Customer Relations • Professional and Self-Management • Verbal and Written Communication.
To access the courses, please click on the following link: https://nyscseapartnership.org/administrative-assistant-traineeship
Duties Description The Administrative Assistant 1 will report to an Administrative Assistant 2 within the Division of Budget, Finance, and Data Management (DBFDM). Primary responsibilities will include, but are not limited to, the following:
• Assist in providing a range of administrative support including scheduling meetings, maintaining vacation calendars, scanning/copying, updating organizational charts and seating charts, submitting IT helpdesk tickets, answering the main phone line, greeting visitors, distributing incoming mail, monitoring office supplies and equipment, submitting required forms to address building/maintenance/safety issues, maintaining email distribution lists, and managing SharePoint permissions.
• Assist with recruitment tasks, including reaching out to candidates, scheduling interviews, managing canvas lists, drafting and sending correspondence to selected and non-selected candidates, and ensuring that new staff have everything needed.
• Serve as the backup DBFDM Training Coordinator, which involves disseminating training information to staff and addressing any questions, registering staff for trainings in the Statewide Learning Management System (SLMS), resolving any SLMS registration issues, and following up with staff to ensure completion of all mandated trainings.
• Serve as the backup DBFDM Service Requestor, which involves submitting, tracking, and following up on tickets for certain IT requests, managing the IT provisioning process for new staff and the de-provisioning process for staff that are leaving, and attending any scheduled meetings of OTDA Service Requestors.
Additional Comments A full-time permanent or temporary appointment will be made. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Candidates must be legally authorized to work in the United States.
Your resume must indicate how you meet the minimum qualifications for this position. Non-specific submissions may be disqualified from further consideration if the information you provide does not meet the minimum qualifications.
A typing performance test is required for all eligible list and transfer candidates who have not previously held a keyboarding title. Candidates must provide proof of passing a keyboarding test at a rate of 30 words per minute corrected with at least 96% accuracy. For the keyboarding test to be valid, it must be within five years from the date you passed it. If selected, candidates who have not taken the typing proficiency examination previously will be offered the ability to do so during the recruitment process.
Interested applicants should send an email to jobpostings@otda.ny.gov and reference posting #24089SNY. DO NOT REFERENCE THE VACANCY ID NUMBER.
NYS OTDA seeks to promote a diverse workforce that is a representation of the various cultures, voices, backgrounds, ideas, and talents of the citizens and communities that we serve. We actively solicit and encourage applications from Black, Indigenous, and People of Color (“BIPOC”); LGBTQIA+ individuals; women; people with disabilities; and military veterans.
Some positions may require additional credentials or a background check to verify your identity.
Email Address jobpostings@otda.ny.gov
Address
Street 40 North Pearl Street, 12B
Notes on ApplyingInterested applicants should send an email to jobpostings@otda.ny.gov and reference posting #24089SNY. DO NOT REFERENCE THE VACANCY ID NUMBER.
Applicants will be required to prove their eligibility for employment based upon acceptance of a position in accordance with the Immigration Reform and Control Act of 1986.
If you are a retiree currently receiving benefits, indicate this and the name of the retirement system in your response.
In accordance with state law, Governor’s Executive Order No. 6 and Section 504 of the Federal Rehabilitation Act of 1973, as amended, the NYS Office of Temporary and Disability Assistance does not discriminate against disabled individuals. If you are disabled and require reasonable accommodation at the time of the interview, please contact OTDA's designee for reasonable accommodation at (518) 474-7284.