Administrative Assistant 1, Administrative Assistant Trainee 1 (NY HELPS), Box PIMS-1107/00133

Administrative Assistant 1

The New York State Education Department's (NYSED) Office of Performance Improvement and Management Services is seeking candidates for an Administrative Assistant 1 position in the Office of Audit Services (OAS). This Office administers both the internal and external audit functions in NYSED and is responsible for overseeing the submission of requisite financial documents from school districts, Boards of Cooperative Educational Services (BOCES) and other subrecipients of federal awards. The incumbent of this position will report to the Director of Audit Services and provide a wide range of administrative tasks, including, but not limited to, the following:

• Managing the Office of Audit Services' calendar and scheduling meetings with internal and external stakeholders as requested by the Director and Audit Managers;
• Monitoring emails submitted to the Office of Audit Services' email mailboxes and forwarding them to the applicable staff for response;
• Monitoring and tracking the submission of Fraud, Waste and Abuse (FWA) complaints, and following up with designated program areas to ensure cases can be closed;
• Answering the Office of Audit Services' main telephone line and referring callers to the appropriate staff for assistance;
• Assisting with the review, formatting, and editing of official letters, memos, and other written correspondence;
• Monitoring, ordering, and distributing office supplies and necessary equipment to support the Office of Audit Services' mission.

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 candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• Administrative Assistant 1: 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.
• *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.
• 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. 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.

COMPETITIVE MINIMUM QUALIFICATIONS:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1.

Eligible List Appointment: 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.

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.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website.

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.

CONDITIONS OF EMPLOYMENT:

This will be a contingent permanent, competitive appointment or a contingent permanent, non-competitive appointment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. Promotions and transfers may change appointees' negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of experience will be required at the time of interview for all candidates. 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.

This position may be filled as a traineeship. The starting salaries for this position are outlined below. For current New York State employees, salary is based on the candidate's salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.

Current starting salaries:

• $ 40,391 (Trainee 1- NS equated to SG-08)
• $ 45,081 (Trainee 2- NS equated to SG-10)
• $ 47,695 (Full Performance level SG-11)

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.

APPLICATION: Qualified candidates should send a resume and letter of interest by June 10, 2026 to View email address on click.appcast.io (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (PIMS-1107/00133) 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.

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.

Generous benefits of working for New York State, including, but not limited to, the following:

• Holiday & Paid Time Off
• Health Care Benefits
• Additional Benefits