Administrative Assistant 1 (NY HELPS)

Job Opening

APPLICATION DEADLINE DATE: May 22, 2024

JOB TITLE: Administrative Assistant 1 (NY HELPS), SG-11, CSEA LOCATION: Syracuse

APPOINTMENT TYPE: Contingent Permanent JURISDICTION CLASS: Competitive

DEPARTMENT: Central NY Regional Office

620 Erie Boulevard West, Suite 112

Syracuse, NY 13204

BASIC FUNCTION:

Under the general direction of the Regional Director, the incumbent of this position will serve as office manager, providing administrative and secretarial support.

WORK PERFORMED:

• Provide administrative and secretarial support to all staff in the Central New York Regional Office.
• Prepare and coordinate Regional Economic Development Council meetings.
• Maintain Regional Office calendar.
• Schedule meetings.
• Schedule and attend public hearings (local travel required).
• Act as a liaison for representatives of the Department at public hearings; coordinate information presented.
• Submit necessary paperwork following public hearings.
• Make travel arrangements.
• Prepare and maintain expense reports.
• Assist with database management.
• Answer telephones and handle inquiries in a timely, courteous, and professional manner.
• Represent office and serve as initial contact with public.
• Meet and greet clients and visitors.
• Order office supplies and maintain inventory.
• Coordinate maintenance of office equipment as required.
• Perform general clerical duties such as photocopying, faxing, mailing, and filing.
• Open and distribute mail.
• Monitor correspondence prepared for the Director’s signature to assure timeliness, completeness, and accuracy.
• Maintain office files, electronic files, follow-up systems, as well as established office procedures.
• Other duties as assigned.

EDUCATION & REQUIREMENTS:

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. However, all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive, and the official probationary period will begin.

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 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.

Minimum Appointment Qualifications: 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 thirty (30) words per minute with at least 96% accuracy by completion of probation.

Substitutions: 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.

List Eligibility: Open to those reachable on the Administrative Assistant 1 eligible list.

Traineeship Eligibility: Appointment may be made at a traineeship level. A two-year traineeship [Administrative Assistant Trainee 1 & 2, NS; equivalent to Salary Grades 8 and 10) leading to Administrative Assistant 1, Grade 11, has been approved, effective November 8, 2023].

• $39,215 (Trainee 1; NS equated to SG-8)
• $43,768 (Trainee 2; NS equated to SG-10)
• $46,306 (Full Performance level SG-11)

Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.

Successful completion of the traineeship requires taking eight courses in the following competencies: Professionalism and Self-Management, Verbal, and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.

Promotion Eligibility: One year of service in a clerical title allocated to a Salary Grade 6 and above; and completion of a two-year traineeship.

Transfer Eligibility: Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law. Information regarding transfer eligibility may be available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/.

(Important Note: Per Civil Service Law, an employee cannot have two, consecutive upward 70.1 or 52.6 transfers without an intervening eligible list appointment if such transfers would exceed two salary grades.)

Reinstatement Eligible: Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.

PREFERRED QUALIFICATIONS:
Proficiency in SFS, Outlook, Word, and Excel.

SALARY RANGE: $46,306 – $56,743

ADDITIONAL INFORMATION:

If interested in this position, please forward a cover letter and resume to the e-mail address below by May 22, 2024. Be sure to indicate the position title and location you are applying for and specify how you meet the minimum qualifications in your cover letter.

INQUIRE

NYS Department of Economic Development

Human Resources Office

625 Broadway

Albany, NY 12245

Fax: (518) 292-5852

E-Mail: DED-HR@esd.ny.gov

New York State is an Equal Opportunity/Affirmative Action Employer

4/22/2024

Ref. No. 00666

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 473-3130 or via email at response@oer.ny.gov