Administrative Assistant

Administrative Assistant 1 Position

The New York State Education Department's (NYSED) Office of Counsel is seeking candidates for an Administrative Assistant 1 position. Duties of this position include, but are not limited to, the following:

• Assist with processing requests for Commissioner's consent to file corporate documents with the New York State Department of State by, but not limited to, preparing files and documents received from the public for the reviewing attorneys; updating and maintaining request records; preparing Department correspondence and program office referral memos as requested by reviewing attorney; processing request fees; and providing staff and the general public with status updates and general information regarding new and existing requests;
• Process requests for certificates of existence for all education corporations, including charter schools;
• Maintain the office databases, including those used to track litigation, appeals, legislation, ethics and subpoenas;
• Assist other administrative office staff as needed by answering and redirecting phone calls, covering administrative office duties on a rotational basis and participating effectively in assigned Office of Counsel team projects;
• Assist attorneys with record retrieval for Freedom of Information Law (FOIL) requests for consent and/or education corporation files and preparing for review and completion in accordance with applicable laws and regulations;
• Assist the front office, when necessary, by opening/distributing office-wide mail;
• Assist with the ordering of office supplies/equipment; and
• Complete special projects as assigned

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 (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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications 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. 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 * *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.

PROMOTION: Current [NYSED] State employees must have ONE year of permanent competitive or 55-b/55-c service as an Office Assistant 2 (keyboarding).

COMPETITIVE MINIMUM QUALIFICATIONS:

• Reassignment: Candidates must have one year of permanent competitive or 55b/c service as a(n) Administrative Assistant 1, SG-11, or Secretary 1.
• Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.
• Section 70.1 Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive or 55b/c service in a title SALARY GRADE 9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory elective core coursework.
• Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SALARY GRADE 6 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
• Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SALARY GRADE 8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website.

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and meet the minimum qualifications.

This will be a contingent permanent, competitive or contingent permanent non-competitive appointment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. Promotions and transfers may change appointees' negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.

This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office.

This position may be filled as a traineeship. The starting salaries for this position are outlined below. For current New York State employees, salary is based on the candidate's salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.

• $40,391 (Trainee 1- NS equated to SG-8)
• $45,081 (Trainee 2- NS equated to SG-10)
• $47,695 (Full Performance level SG-11)

This position leads to a maximum salary of $58,447 based on annual performance advances and traineeship advances. For new State employees appointed to graded positions, the annual salary is the hiring rate ($47,695) 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.

Administrative Assistant Traineeship Coursework Requirements: Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative core competencies: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management; Verbal and Written Communication. Candidates appointed to Administrative Assistant Trainee 1 must complete one mandatory course in each of the core competencies within one year of appointment. The mandatory courses are Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing. Advancement from Administrative Assistant Trainee 1 to Administrative Assistant Trainee 2 is contingent upon completion of one year of permanent competitive or 55b/c service as an Administrative Assistant Trainee 1 and completion of the four mandatory courses. Candidates appointed to or advanced to Administrative Assistant Trainee 2 must complete one elective course in each of the core competencies prior to the completion of the Administrative Assistant Traineeship. Advancement from Administrative Assistant Trainee 2 to Administrative Assistant 1 is contingent upon completion of the requisite courses. Failure to complete the requisite courses prior to the completion of the Administrative Assistant Traineeship will result in removal from employment.

Generous benefits of working for New York State, including, but not limited to, the following:

• Holiday & Paid Time Off
• Health Care Benefits
• Additional Benefits

New York State