Administrative Assistant 1, SG-11 / Administrative Assistant Trainee 2, SG-10 / Administrative Assistant Trainee 1, SG-8

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, SG-11.

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 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 permanent competitive 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

Assigned to the Allegany Regional Administrative Headquarters, the incumbent will provide professional administrative support to the Office of the Regional Director, Assistant Regional Director, and Administrative Assistant 2. Duties include, but are not limited to:
• Answer/direct incoming phone calls, take messages, and transfer calls to appropriate individuals.
• Greet visitors and direct them to the appropriate departments and/or offices.
• Use various information technology such as email, databases, spreadsheets, and word processing applications.
• Organize, manage, and safeguard paper and electronic filing systems.
• Create, maintain, and enter information into spreadsheets and databases.
• Complete forms in accordance with agency procedures.
• Make copies of various documents, place them in proper files, and distribute them to appropriate staff.
• Open, review, and appropriately distribute a variety of correspondence received for the Office of the Regional Director.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Maintain and manage scheduling and event calendars as assigned, including confirming appointments.
• Follow directions and communicate in a positive manner with staff and the public.
• Respond to patron concerns or complaints in an effective and courteous manner.
• Assist in coordinating interviews and meetings.
• Make travel arrangements, prepare travel vouchers and supporting documentation, coordinate PCard/Travel Reconciliation purchases, and submit travel reports for the Office of the Regional Director.
• Obtain approvals, procure materials and supplies for the Office of the Regional Director, and reconcile those purchases using the Budget Expenditure Tracking System (BETS) and the Statewide Financial System (SFS) in a timely fashion following NYS purchasing guidelines.
• Assist with the Allegany Region’s Commercial Driver’s License (CDL) program.
• Work on special projects and other duties as assigned by the Regional Director, Assistant Regional Director, and/or Administrative Assistant 2.

Additional Comments

OPERATING NEEDS:
• 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.
• Must be proficient with various software programs including Microsoft Outlook, Word, and Excel.
• Experience with the Statewide Financial System (SFS) is preferred but not required.

COMMENTS:
The CSEA contracts allow for salary protection for seasonal / hourly employees who are appointed to permanent graded positions with lower hiring rates under certain circumstances. We encourage OPRHP seasonal / hourly applicants to check in with your Regional Business Office Administrator to inquire about the potential impact on your salary.

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

BENEFITS:
Generous benefits package, worth approximately 65% of salary, including:

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

Learn more about our benefits for permanent state employees, 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: 08/02/24

39,215

Salamanca, New York United States View Map