Administrative Assistant 1/Trainee

Administrative Assistant for the Business Office

The Administrative Assistant for the Business Office is responsible for receiving and handling correspondence and phone inquiries, and when applicable, routing them to the appropriate staff. The position serves as the gatekeeper and guide to Business Office services, assisting other departments and staff in the proper Business Office procedures. The position is responsible for preparing miscellaneous reports; issuing travel cards and ensuring travel card training has been completed; processing W9 forms to add new vendors to SFS; opening and distributing mail for the entire office; maintaining department documents in Share Point; completing proxy expense reports in SFS, organizing and coordinating information by acting as a liaison among key staff and other employees; ordering supplies for the department; updating employee information and assisting employees with password resets in the Statewide Financial System; assisting Business Office Management with various projects; ensuring the entire office remains organized and free of clutter; and resolving day-to-day operational problems.

The Administrative Assistant will need to have knowledge of all Business Office areas and provide back-up coverage in all areas as staffing needs change. The position requires computer knowledge, an aptitude for working with numbers, the ability to multi-task, organizational skills, and the ability to work well with others. A person in this position will be required to perform complicated Mathematical operations which may include entering information into, offering basic interpretations of information within, or retrieving information from various computer databases, including the Statewide Financial System and/or Microsoft SharePoint or similar computer database software package.

SHIFT/PASS DAYS: Between 7:00 AM 3:00 PM and 8:00 AM 4:00 PM Saturday/Sunday

Minimum Qualifications

OPEN COMPETITIVE QUALIFICATIONS:

The position may be filled at the Administrative Assistant Trainee 1 level equated to SG-8, Administrative Assistant Trainee 2 level equated to SG-10, or full performance Administrative Assistant 1 SG-11, based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship.

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.

Administrative Assistant Trainee 2: 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. 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: 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. OR 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.

COMPETITIVE MINIMUM QUALIFICATIONS Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

70.1 TRANSFER QUALIFICATIONS Be eligible to transfer via Section 70.1 of Civil Service Law. Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND must have completed all required mandatory and elective coursework. Administrative Assistant Trainee 1: Transfer: Candidates must have one year of permanent competitive or 55 b/c service in a title SG-6 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law. Administrative Assistant Trainee 2: Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website:

55 B/C QUALIFICATIONS: Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement. Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary) Have a current Eligibility Letter from the NYS Department of Civil Service, and be able to provide it to the Human Resources Office upon request.

Additional Comments

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title. At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status. Appointments may also be made at the Administrative Assistant Trainee levels. Candidates hired at the entry-level title (Administrative Assistant Trainee 1) will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11. Salary range listed below encompasses the hiring rate of an Administrative Assistant Trainee 1 through the job rate of an Administrative Assistant 1. Administrative Assistant Trainee 1: $40,625 Administrative Assistant Trainee 2: $45,260 Administrative Assistant 1: $48,006 - $60,467 If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee. Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume. All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility. If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA). If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at View phone number on click.appcast.io or email View email address on click.appcast.io to obtain information and RA forms. Savings programs such as the U.S. Savings Bond and the College Savings Plan. Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses. Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs. Life insurance and Disability insurance. The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis. Paid Holidays and Leave: Thirteen (13) paid holidays each year. Thirteen (13) days of paid vacation leave initially. Five (5) days paid personal leave each year. Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year. Up to three (3) days professional leave each year to participate in professional development events. Health Care Coverage: Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost. Paid Parental Leave: Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care. Retirement Program: Participate in The NYS Employees' Retirement System (ERS),