Administrative Assistant 1, SG-11 / Administrative Assistant Trainee 2, SG-10 / Administrative Assistant Trainee 1, SG-8 (NY HELPS) - Saratoga Region

Minimum Qualifications

NY HELPS Qualifications:
For the duration of the NY HELPS Program, this title maybe 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.

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. 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 (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. 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, 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. 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.

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.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found athttp://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

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: https://nyscseapartnership.org/administrative-assistant-traineeship.

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, or Trainee 1/2.

ELIGIBLE LIST APPOINTMENT:
Currently reachable on the Administrative Assistant Trainee 1 eligible list.

70.1 TRANSFER QUALIFICATIONS:
You must be a qualified employee of New York State and eligible for transfer under Section 70.1of Civil Service Law which requires one year of permanent, competitive or 55-b/55-c service as in a title allocated to a Grade 6 or higher eligible.

For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title requires special qualifications for transfer as detailed above.

55-b/c QUALIFICATIONS:
Current permanent non-competitive state employees certified eligible for the 55-b/c program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55-b/c of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response and also meet the minimum qualifications listed above.

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.

NON-COMPETITIVE PROMOTION (NCP) QUALIFICATIONS:
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 pursuant to Section 52.7 of the Civil Service Law. The promotion minimum qualifications are: one year of qualifying service as an Office Assistant 2 (Keyboarding) or an Office Assistant 2 (Keyboarding) Spanish Language.

PROVISIONAL QUALIFICATIONS:
Based on the results of the required recruitment/canvassing for the Administrative Assistant 1 position, OPRHP may make a provisional appointment to this position. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Administrative Assistant 1 exam and be reachable for appointment from the newly established eligible list.

The minimum qualifications for Provisional appointment are:

Candidates must be a qualified employee of New York State and have had one year of permanent competitive or 55-b/55-c service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm.

Appointment may be 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: https://nyscseapartnership.org/administrative-assistant-traineeship.

KEYBOARDING EXAM QUALIFICATIONS:

Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam prior to appointment. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy within 5 minutes.

Duties Description

As an Administrative Assistant 1/Trainee 1/2, the incumbent will be assigned to the Business Office and report directly to the Administrative Specialist 2, SG-23. Duties include but are not limited to:

• Provide training, ensuring regional compliance with SLMS trainings, and bulk load employee information into SLMS as trainings occur,
• assist with internal controls and conducts audits within the region, assists travelers with pre-approvals, per diem rates, lodging, etc. and also enters expense reports into SFS,
• review and complete nomination (60's) packages and submits for Albany Office approvals,
• assist employees in obtaining medical, dental and vision coverage,
• process transactions into HRIS,
• review hiring packets for seasonal employees,
• track probation reports for seasonal and annual staff,
• act as a LATS timekeeper and SLMS Administrator,
• conduct food inspections and be SERV Safe certified,
• assist as necessary with other Business Office functions.

Additional Comments

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.

OPERATING NEEDS:
• Must have experience with Microsoft Office, including Word, Excel, and Outlook.
• Must be able to communicate through written and verbal means, be fluent with Microsoft Office software including Word and Excel,
• be available to travel during the work day to facilities to conduct audits (travel will be rare),
• must possess and maintain a valid license,
• must practice and abide by a very high level of confidentiality.
• Provide excellent customer service.

COMMENTS:
Depending on each applicant's experience and/or education and 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 the Administrative Assistant 1 titles. Included below is a breakdown of the salary at each level of the traineeship.

Administrative Assistant Trainee 1, SG-8 - $39,215 - $48,294
Administrative Assistant Trainee 2, SG-10 - $43,768 - $53,708
Administrative Assistant 1, SG-11 - $46,306 - $56,743

Advanced placement to the Administrative Assistant Trainee 2, SG-10 or Administrative Assistant 1, SG-1 level may be possible depending on education and/or experience and subject to agency approval.

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.

Additional Benefits:

• New York State Employees’ Retirement System (ERS)Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• Paid Parental / Family Leave
To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx.

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

Closing Date/Time: 07/30/24

39,215

Saratoga Springs, New York United States View Map