Review Vacancy
AgencyEducation Department, State
TitleAdministrative Assistant 1, Administrative Assistant Trainee 1 (NY HELPS), Box OCE-1622/27330
Occupational CategoryNo Preference
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $47695 to $58447 Annually
Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education is seeking candidates for Administrative Assistant 1, SG-11 in the Research and Collections Division of the New York State Museum. Under the supervision of a Museum Scientist 4 of the Museum’s Cultural Resources Survey Program (CRSP), the incumbent provides administrative support for the CRSP team. Duties of this position include, but are not limited to, the following:
• Complete office tasks such as preparing and mailing reports to State and Federal agencies, answering phones, relaying messages and mail, logging employee absences, and scanning documents;
• Prepare payroll for an office of up to 30 employees (prepare and check each employee's biweekly timesheets for accuracy, and ensure records are submitted on time);
• Handle procurement of supplies and equipment for office, field, and laboratory (obtain quotes, make purchases, enter data into Statewide Financial System [SFS], pay invoices, resolve problems as they arise);
• Work with unit staff to maintain vehicle information (e.g., create and update purchase orders, registration, mileage, maintenance, and other files);
• Meet with new employees for orientation and collect documents for processing; and
• Assist staff with travel expense reports, including entry into SFS.
Minimum Qualifications Minimum Qualifications 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 (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 title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE MINIMUM QUALIFICATIONS:
To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
• 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.
• Administrative Assistant Trainee 2: one year of experience 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: two years of experience 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. *
*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.
PROMOTION: Current NYSED State employees must have ONE year of permanent competitive or 55-b/55-c service as an Office Assistant 2 (keyboarding).
COMPETITIVE MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.
Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.
Section 70.1 Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework.
Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.
Additional Comments CONDITIONS OF EMPLOYMENT:
This position leads to a maximum salary of $58,447 based on annual performance advances and traineeship advances. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts
This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office.
Interested in a job with New York State, but don’t know where to start?
Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf
Generous benefits of working for New York State, including, but not limited to, the following:
Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.
Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.
Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.
New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.
Some positions may require additional credentials or a background check to verify your identity.
Name Office of Human Resources Management
Email Address ocejobs@nysed.gov
Address
Street NYS Education Department
89 Washington Avenue, OHRM, Room 528 EB
Notes on ApplyingAPPLICATION:
Qualified candidates should send a resume and letter of interest by September 11, 2026, to OCEJobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1622/27330) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.