Administrative Assistant 1, Trainee 1 or 2

Minimum Qualifications

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, or 55 b/c, 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.
• Administrative Assistant Trainee 2: one year of experience 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.
• Administrative Assistant 1: two years of experience 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 degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

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.

PROMOTION: Current OPRHP 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 an Administrative Assistant 1, SG-11.

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 SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and 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 SG-06 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 SG-08 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. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.

Duties Description

The Grants Bureau is responsible for the effective planning, development, implementation, evaluation, and management of the Connect Kids Grants programs for eligible entities applying for and receiving grant monies through OPRHP for transportation costs to field trips and swim instruction programs. Grant monies come from Environmental Protection Fund (EPF).
This position is critical to the Grants Bureau in providing administrative support, coordination, and organization. The nominee will report to a Senior Budgeting Analyst under the direction of the Bureau Director.
Illustrative duties include, but are not limited to:

? Process applications and reimbursements. Enter application, award and reimbursement data into the Statewide Financial System (SFS).

? Data entry into tracking systems, Excel spreadsheets and Access database. Import and manage data entered into the Connect Kids application and tracking system and ensure the system is updated to reflect the status of transactions, i.e., application eligibility, applicant information, award and reimbursement data.

? Analyze data and compile reports in the Statewide Financial System, program tracking system and access database. Monitor financial transactions; troubleshoot issues concerning financial transactions and research appropriate solutions or alternate approaches to administrative issues.

? Maintain Connect Kids database, develop queries, standard reports, and generate ad hoc reports, tables, charts, and analysis to support the operations of the program. Develop forms, processes, and queries in Access, and other systems, to facilitate data entry and reporting.

? Assist in a variety of activities and project assignments to provide administrative support to the grants bureau including assisting in reviewing and revising administrative assistant policy and procedures; setting up and managing paper and electronic filing systems, filing, photocopying, and duplicating/scanning maps; managing bureau general email inbox; inventorying, ordering supplies, and reconciling statements; submitting and managing service requests to ITS and arranging for repairs when office equipment malfunctions; taking meeting minutes, and other tasks assigned.

? Word processing, merging, proofreading, formatting, and mailing of formal correspondence and mass mailings.

? Office management tasks, including answering the phone, managing mail and program electronic mailbox, meeting, and travel arrangements.

? Assist in reviewing, designing, and controlling bureau forms and templates.

? Ensure compliance with the Bureau’s Records Retention and Disposition Schedules through on-going records management activities, i.e., scanning, sorting, and organizing records, packaging for storage, and ensuring proper maintenance and disposition. Support the development of improved processes and procedures to this end.

? Other projects as assigned which may include data entry, and processing of requisitions, purchase orders, and the confirmation of vendor identification for awarded applicants in SFS among other tasks.

Additional Comments

Operational Needs:

? Candidate must be able to work a standard Monday to Friday schedule, e.g., 8 AM to 4 PM or 9 AM to 5 PM.

Well Qualified Candidates Will Possess:
? Experience with the Statewide Financial System (SFS)
? Proficient with the Microsoft Office Suite, particularly with Excel, Word, Access, Adobe Pro, and the Internet (Internet Explorer/Microsoft Edge and/or Google Chrome).
? Excellent customer service background

Telecommuting:

? The Office of Parks, Recreation, and Historic Preservation (OPRHP) supports telecommuting where it is reasonable based on the agency’s mission and operational needs. Upon approval to telecommute, OPRHP employees may telecommute up to 5 days per pay period.

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

Closing Date/Time: 12/20/24

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• New York State Parks, Recreation & Historic Preservation

• 518-474-0453

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