Review Vacancy
AgencyCivil Service, Department of
TitleAdministrative Assistant 1 or Trainee 1 or 2
Occupational CategoryAdministrative or General Management
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $39442 to $58706 Annually
Appointment Type Contingent Permanent
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 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8):
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 at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2 (Equated Grade 10):
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.
Administrative Assistant 1, Salary Grade 11:
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.
*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was
awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found athttp://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.
COMPETITIVE QUALIFICATIONS:
You must be reachable on the current eligible list or eligible for transfer.
REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service (DCS) employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1, if less than one year, you must be currently reachable on the Administrative Assistant 1 eligible list for the Albany location if one exists.
70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 6 or higher eligible for transfer and determined to be similar by Civil Service.
For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
PROVISIONAL QUALIFICATIONS:
Based on the results of the canvass of the current eligible list for the Administrative Assistant 1 position, the Department may elect to make a provisional appointment to this position rather than a permanent appointment should the eligible list have less than three candidates interested. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Administrative Assistant 1 exam and be reachable for appointment from the newly established eligible list.
One year of permanent, contingent permanent, or 55 B/C service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.
Qualifying Experience for Appointment from The Eligible List:
After one year of the service described in the Minimum Qualifications, successful candidates will be qualified for appointment from the eligible list.
Traineeship:
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 at the Trainee 1, you will automatically advance to Trainee 2. 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.
Advanced Placement/Appointment Level:
You must inform the interviewing agency of any additional qualifications at your interview. If selected by the interviewing agency you may, at the agency's discretion, be appointed to a higher level.
For possible advanced placement to Administrative Assistant Trainee 2 (includes Language Parenthetics) you must possess:
Reachability on an appropriate eligible list AND proof of passing a keyboarding proficiency test (if moving out of a non-typing title) 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. Discussion and questions regarding Advanced Placement and the traineeship should be directed to the hiring agency at the time of an interview as each agency will have its own policy on advanced placement and acceptable administrative support courses.
For possible advanced placement to Administrative Assistant 1 (includes Language Parenthetics) you must possess:
Reachability on an appropriate eligible list AND proof of passing a keyboarding proficiency test (if moving out of a non-typing title) 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. Discussion and questions regarding Advanced Placement and the traineeship should be directed to the hiring agency at the time of an interview as each agency will have its own policy on advanced placement and acceptable administrative support courses.
NON COMPETITIVE PROMOTION (NCP) QUALIFICATIONS:
The Department of Civil Service is considering making a request to the Department of Civil Service to hold a non-competitive promotion examination for the above title in accordance with Section 52.7 of the Civil Service Law if three or fewer interested promotional candidates respond to this notice. Before submitting such a request, we must ascertain if anyone meeting the minimum qualifications is interested in competing in a promotional examination for the above title and if they would accept appointment if offered. To qualify, you must be a current Department of Civil Service employee. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Please note this will be a competitive appointment. The term non-competitive refers to the appointed candidate not needing to compete in the next holding of the examination.
The minimum qualifications for NCP appointment are: please see the Provisional minimum qualifications, as they are the same.
SUBSEQUENT 55B/C QUALIFICATIONS:
A subsequent 55b/c appointment may be considered if you have one year of permanent, contingent-permanent, or 55B/C service in an eligible position allocated to Grade 6. To be considered, you must provide a copy of your letter of eligibility with your response.
55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.
You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are: please see the NY HELPS minimum qualifications, as they are the same.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Duties Description Employee Benefits has the lead role for administering the New York State Health Insurance Program (NYSHIP), one of the largest public employer health insurance programs in the nation covering more than 1.2 million lives. This position will play an important role in ensuring the continued success of the comprehensive health insurance programs.
The Administrative Assistant 1 will provide a full range of administrative support for staff of the Employee Benefits Division’s Communications Unit and Vendor Management Unit. The Administrative Assistant 1/Trainee 1 or 2 duties will include but are not limited to the following:
• Providing clerical support to both units such as scanning, preparing, editing/proofreading, merging Excel data into Word-based documents and tracking correspondence using FileNet, and other document tasks as needed, including those that may be needed for presentations, contracts, procurements, or statutorily required reports.
• Handling incoming phone calls to the Communications Unit’s main telephone line to assist callers with questions regarding publications, ordering materials online, return mail and mandated package orders, accessing information on the Division's websites and forwarding calls to appropriate staff in either unit, if necessary.
• Assisting staff with scheduling meetings, including interviews for vacancies, conference calls, and webinars with internal and external staff. Position provides phone and in person coverage for the reception desk on the first floor of Core Building 1. Back up for Director’s office administrative assistant, as needed.
• Maintaining a complete onsite the New York State Health Insurance Program (NYSHIP) publication inventory for the Division and accurate hard copy archive files.
• Providing email notification to DCS personnel, Office of Employee Relations and Empire Plan administrators' call centers regarding new publications that include website hyperlinks and PDF attachments.
• Managing NYSHIP's participation in agency health fairs, union events and retiree meetings/events by making arrangements for the appropriate health, dental and vision representatives to attend (either in person or virtually) and working with the fulfillment center to order program materials and ensure that they are shipped and received in a timely manner for each event.
• Assisting unit personnel with inventory management tasks at the fulfillment center, which may include following up with agency personnel regarding order details and creating Excel spreadsheets to support work tasks.
• Logging and distributing incoming mail and faxes to staff; and coordinating and tracking unit wide activities including monthly reports, vacation and telecommuting schedules, mandatory Department training courses and other unit initiatives as needed. Monitor FileNet correspondence and advise Vendor Management Unit staff when a new item is placed in their folder.
• Managing office services and other general administrative tasks including, ordering supplies, coordinating general maintenance requests, and coordinating with Division and Department staff in addressing operational and technology issues impacting the units.
• Assisting with the NYSHIP Health Management Organization Annual Submission process. Ensure letters are sent via physical mail and email.
• Assisting with processing requests received for legal records related to medical billing, claims or lien information. Ensure responses are physically mailed and saved to FileNet.
Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
Among its duties, the Department:
• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)
NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.
The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov
Some positions may require additional credentials or a background check to verify your identity.
Email Address YourFutureBeginsHere@cs.ny.gov
Address
Street Empire State Plaza Agency Building 1
Floor #10, Office of Human Resources and Administrative Planning
Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email.