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

Administrative Assistant 1

As an Administrative Assistant 1 assigned to DOL Human Resources, you will work independently and be responsible for providing administrative and office support to the Director of Human Resources and the Employee Relations Office (ERO). Responsibilities include, but are not limited to:

• Provide a high level of customer service to Agency Staff and outside parties
• Draft, proofread, and edit correspondence, prepare tables, charts, and miscellaneous reports
• Maintain scheduling and event calendars for HR Director and ERO staff
• Coordinate and resolve day-to-day administrative support issues
• Design and/or maintain office filing systems (paper and electronic)
• Track and follow up on various assignments, projects or reports
• Open, read, route and distribute incoming mail or other materials and answer routine inquiries
• Order and distribute supplies
• Answer main phone lines and give information to callers, take messages, and transfer calls to appropriate individuals
• Schedule meetings, training and videoconference calls that may involve multiple parties and locations
• Establish work procedures or schedules and keep track of daily work
• Other duties and projects as assigned
• File correspondence daily
• Provide new hire reports to the union
• Review and format monthly reports
• Submit SFS requests
• Provide documentation for FOIL requests
• Onboard/offboard staff
• Process Grant requests
• Record retention guidelines, archiving
• Open and close case files utilizing Excel and Salesforce

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, if they meet the below NY HELPS minimum qualifications.

NY HELPS Non-Competitive Minimum Qualifications:

• 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. 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.
• OR:
• Administrative Assistant Trainee 1: New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 1 (Keyboarding) or Office Assistant 1 (Keyboarding) (Spanish Language). Administrative Assistant Trainee 2: New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 2 (Keyboarding) or Office Assistant 2 (Keyboarding) (Spanish Language).
• Substitution: 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 expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status in the future, without having to compete in an examination. Employees will then be afforded 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.

Note: It is essential that you describe your qualifying education and/or experience as completely as possible on your application; your application should describe in detail the kind of service and information you provide to the general public. Omissions or vagueness may not be interpreted in your favor. Additionally, in accordance with Civil Service Law, provisional service immediately prior to a permanent appointment to this title is now credited towards the completion of probation upon permanent appointment.

Competitive Minimum Qualifications:

• Subsequent 55 B/C Qualifications: A subsequent 55b/c appointment may be considered if you have one year of permanent or contingent-permanent service in a Grade 6 or higher position and have a current Civil Service 55b/c approval letter.
• Reassignment Qualifications: Current Department of Labor employees only, with at least one year of permanent, contingent-permanent, or 55b/c service in an Administrative Assistant 1/Trainee 1/2. If you have less than one year, you must be reachable on the current Administrative Assistant 1/Trainee 1/2 eligible list for this location if one exists.
• 70.1 Transfer Qualifications: One year of permanent or contingent-permanent as a Grade 6 or higher determined to be similar by Civil Service.

Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS eq. Grade 8, and Administrative Assistant Trainee 2, NS eq. Grade 10 leading to Administrative Assistant 1, Grade 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 and M/C 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.

Note: For 70.1 transfers, a comprehensive list of titles approved for transfer to Administrative Assistant 1/Trainee 1/2 is available through Civil Service GOT-IT available at

Preferred Qualifications: Ability to initiate and maintain relationships across a diverse set of stakeholders.

Candidates with no previous state service will begin at the starting rate of the salary range listed above. If you are a current NYS employee and have questions regarding salary, please contact the Business Services Center (BSC): View phone number on click.appcast.io, View email address on click.appcast.io.

Telecommuting is available and can be discussed during the interview. Employment at the Department of Labor is contingent upon the maintenance of a valid work authorization and necessary documentation to work legally in the United States. Please note: Due to operational requirements and funding considerations of various divisions/positions, there could be occasions in the future where unit assignments may change. Should this occur, it will not impact your title, salary or location.

We offer a comprehensive benefits package, including:

• 13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year
• Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage)
• Choice of several affordable and competitive health insurance plans
• Dental and vision insurance plans at no additional cost
• Membership in the NYS Employee's Retirement System
• NYS Deferred Compensation Investment Plan
• Eligibility to apply for Public Service Loan Forgiveness (PS