Administrative Assistant 1 (NY HELPS) - Vacancy ID#218716

Job Title

Duties Description

Preferred qualifications include clerical and data entry experience, proficiency in Microsoft Office, especially Word and Excel, and SharePoint experience preferred.

Duties

This position is responsible for entering numerous grant and vendor contracts that are sent to the Fiscal Bureau for payment and processing. These include Federal funding for our CSBG program as well as our Coastal Zone Management Program. This position will work alongside other staff performing data entry and providing clerical support for the Contract Administration Unit and the rest of the Bureau. Functions to be performed include, but are not limited to:

• Receipt, logging, and distribution of incoming mail.
• Updating and tracking of paid dates in various SharePoint sites.
• Data entry of vouchers in SFS to avoid interest payments.
• Submission of contract transactions in EDSS and the Statewide Financial System (SFS).
• Provide relevant staff with tracking and transaction reports as necessary.
• Prepare and package various correspondences to go to outside organizations.
• Assist in the clerical functions as needed throughout the Bureau.
• Other duties as assigned.

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, 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Non-Competitive Minimum Qualifications:

The minimum qualifications for Non-Competitive appointment 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. 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.

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.

Competitive Minimum Qualifications:

Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-06 or higher and otherwise eligible for transfer under Civil Service Law. A list of titles approved for transfer is available through Civil Service GOT-IT at

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.

55 B/C APPOINTMENT:

This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55b/c eligibility letter along with their application.

Additional Comments

The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law. We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to View email address on click.appcast.io. If position will receive location pay, please add applicable information below: Positions located within the New York City metropolitan area, as well as Suffolk, Nassau, Rockland, and Westchester Counties, are also eligible to receive an additional $4,000 annual downstate adjustment. OR Positions located within Orange, Dutchess and Putnam are also eligible to receive an additional $2,000 Mid-Hudson adjustment. 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. NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.

Some positions may require additional credentials or a background check to verify your identity.