Administrative Assistant 1/Trainee 1/2 (NY HELPS)

Duties Description The Administrative Assistant 1, SG-11, will be assigned to Bear Mountain Regional Maintenance and report directly to the Maintenance Supervisor 4, SG-21. Duties include but are not limited to: Answer telephone calls for the unit, take messages, transfer calls, and provide information to callers as appropriate. Open, review, sort, and distribute incoming mail, correspondence, and emails. Create correspondence, documents, and records; review outgoing correspondence for clarity, content, and proper grammar. Assist supervisors during the hiring process by preparing correspondence, scheduling appointments, drafting responses, tracking applications, and supporting onboarding of new employees. Order office supplies, schedule maintenance and repair of office equipment, and maintain purchase order/procurement logs. Monitor the progress of requisitions to purchase orders and coordinate any additional paperwork needed to ensure timely processing. Serve as a Travel Proxy by making travel arrangements, preparing travel vouchers and supporting documentation, coordinating PCard/Travel Reconciliation purchases, and submitting travel reports. Minimum Qualifications If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications: If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you. NY HELPS Or 55-b/c QUALIFICATIONS This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).* Administrative Assistant Trainee 1 (Non-Statutory Equated To SG-8) 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: 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 (Non-Statutory Equated To SG-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, SG-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. If verifiable, we will accept and prorate appropriate part-time and volunteer experience. If you are a veteran or an individual with a disability and would like to apply for the Department of Civil Service’s 55-b/c Program, please visit for more information. SUBSEQUENT 55-b/c QUALIFICATIONS A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility. Reassignment Qualifications You must be a current New York State Office of Parks, Recreation and Historic Preservation (OPRHP) employee with one year of permanent, competitive, or 55-b/55-c service as an Administrative Assistant 1/Trainee 1/2. 52.7 Non-competitive (ncp) Qualifications It is the intention of the Office of Parks, Recreation and Historic Preservation (OPRHP) to fill a permanent competitive position of Administrative Assistant 1 located at Bear Mountain State Park 3006 Seven Lakes Dr., Bear Mountain, NY 10911. The promotion minimum qualification for appointment are: One year of permanent competitive, non-competitive NY HELPS*, or 55b/c service as an Office Assistant 2 Keyboarding, SG-9 or an Office Assistant 2 (Keyboarding) Spanish Language. As required by the New York State Department of Civil Service, we are posting for this position to determine if there are any qualified OPRHP employees interested in a permanent appointment to the position. If there are three or fewer qualified candidates interested in the position who meet the promotion minimum qualifications, a permanent appointment can be made via non-competitive promotion (NCP), pursuant to Section 52.7 of New York State Civil Service Law. Please Note: In order to be considered for appointment via non-competitive promotion, candidates serving in the established promotion field must not have failed the last two holdings of the Administrative Assistant 1 promotion exam. Note: Non-competitive refers to not competing in an examination; the appointment will be competitive. Provisional Qualifications In the absence of an eligible list(s) with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must be meet the following minimum qualifications: Administrative Assistant Trainee 1 (Non-Statutory Equated To SG-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 (Non-Statutory Equated To SG-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, SG-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. 70.1 Transfer Qualifications At least one year of permanent or contingent-permanent qualifying service as a Grade 6 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position. Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades. For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at: Operational Needs Additional Comments Proficiency in MS Office Suite required. Experience with Statewide Financial System (SFS) preferred but not required. Must possess and maintain a valid driver’s license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment. Benefits The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to: Paid Time Off CSEA: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays. Health Care Benefits Eligible employees and dependents can pick from a variety of affordable health insurance programs. Family dental and vision benefits at no additional cost. Health Insurance Opt-Out: This program may be available to eligible employees who have other employer sponsored health insurance coverage. Additional Benefits New York State Employees’ Retirement System (ERS) Membership NYS Deferred Compensation Health Insurance coverage in retirement Health Care Spending Account (HSA) Dependent Care Advantage Account Adoption Advantage Account Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds Tuition Assistance programs for CSEA/PEF and M/C employees Public Service Loan Forgiveness (PSLF) To learn more about our benefits, visit: NY HELPS PROGRAM: For the duration of the NY HELPS Program, this title may be filled via a permanent 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. Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective June 12, 2025 or later will be addressed with a subsequent cover-in. Additional location pay is available for the following counties: Bronx, Kings, Nassau, NYC-Manhattan, Queens, Richmond, Rockland, Suffolk, and Westchester, Dutchess, Orange, and Putnam. This position may require a background check and/or medical exam prior to appointment. Depending On Each Applicant's Experience And/or Current Salary If Employed By New York State Already, The Appointment May Be Made To The Administrative Assistant Trainee 1, Administrative Assistant Trainee 2, Or Administrative Assistant 1 Titles. Included Below Is a Breakdown Of The Salary At Each Level Of The Traineeship: Administrative Assistant Trainee 1, SG-NS equated to SG-8: $40,391 - $49,743/yr Administrative Assistant Trainee 2, SG-NS equated to SG-10: $45,081 - $55,322/yr Administrative Assistant 1, SG-11: $47,695 - $58,447/yr Please note: Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG-8, and Administrative Assistant Trainee 2, NS equated to SG-10 leading to Administrative Assistant 1, SG-11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA employees through the New York State & CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1. For more information about the Administrative Assistant Traineeship, including the course requirements, please visit: #J-18808-Ljbffr