Administrative Assistant 1 (NY HELPS)

Administrative Assistant 1

The Administrative Assistant 1 (AA1) prepares and proofreads various correspondences/reports for the Nursing Department; knowledge of Meditech, Word and Excel. The AA 1 is responsible for the task of duplicating and distributing copies and pertinent information to various department heads. This involves preparing documents, ensuring accuracy, and ensuring the right people receive the right information at the right time. The incumbent prepares and distributes Nursing employee evaluations and job descriptions; duplicates completed evaluations and circulates appropriately. They will assist nursing administrators with creating policy and procedures accurately; ability to navigate through the electronic P&P program – Policy Manager. The Administrative Assistant 1 will schedule meetings/seminars and make room reservations/arrangements accordingly; distribute relative meeting materials to all involved parties. This includes scheduling appointments/interviews with applicants as necessary and maintaining confidentiality. They will screen all incoming telephone calls to the Nursing Office and refers them to appropriate Nursing Administration staff. The AA 1 is responsible for contacting various businesses and sales representatives to obtain cost, availability of products, and delivery time. They will process all employee transactions and shift/status changes with Human Resources and Payroll. The Administrative Assistant 1 processes all employees' competencies and inputs profile data in the scheduling module.

Minimum Qualifications

Reassignment: Current New York State Department of Health Helen Hayes Hospital employee with permanent, contingent-permanent or 55-b/c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.

Transfer: Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant 1 or Administrative Assistant Trainee.

Promotion Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. Candidate must be a current New York State Department of Health (DOH) employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see

If less than three interested and qualified New York State Department of Health employees serving in the direct-line, lower-level title(s) within the agency apply to this opportunity, the agency may make a non-competitive appointment under the NY HELPS program.

Open Competitive HELPS qualifications:

• Administrative Assistant Trainee 1 (equated to 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. 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 to Salary 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. 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 (equated to 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.
• 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.

The preferred candidate will have experience with coding in Trident Connect, and experience with scheduling programs, example: OnShift

Additional Comments

"When reviewing qualifications, omissions and vagueness cannot be interpreted in the candidate's favor. Candidates are responsible for providing accurate and clear descriptions of their experience demonstrating how they meet the minimum qualifications.


One contingent permanent, competitive, or non-competitive (NY HELPS), full time appointment.


Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website:


Degrees awarded from educational institutions outside of the United States, or its territories must be independently verified for equivalency. Please see for additional information.


If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the Department of Health Helen Hayes Hospital and have one year of permanent competitive service in a clerical title allocated to Grade 6 and above; and completion of a two-year traineeship. as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see


A two-year traineeship leading to Administrative Assistant 1, Grade 11, is in effect. If placed at a trainee level, trainees 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, Grade 11.


The posted salary range ($44,391 - $62,447) includes $4,000 of Downstate Adjustment.


We offer a work-life balance and a generous benefits package, worth 65% of salary, including:


• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees' Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...


The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health's Mission, Vision, Values and Strategic Plan, please visit:


If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone View phone number on click.appcast.io or email View email address on click.appcast.io to make a request.


NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.


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.