NY HELP Yes Agency Transportation, Department of Title Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS) Occupational Category Clerical, Secretarial, Office Aide Salary Grade NS Bargaining Unit M/C - Managerial/Confidential (Unrepresented) Salary Range From $39442 to $58706 Annually Employment Type Full-Time Appointment Type Contingent Permanent Jurisdictional Class Competitive Class Travel Percentage 0% Workweek Mon-Fri Hours Per Week 37.5 Workday From 8 AM To 4 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? Yes County Albany Street Address Personnel Bureau - Lists, Transactions, and Exams Unit 50 Wolf Road City Albany State NY Zip Code 12232 Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the minimum qualifications for this position. The qualifications are:Promotional:Administrative Assistant Trainee 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmAdministrative Assistant Trainee 2: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher AND documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing.Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmAdministrative Assistant 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher AND documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing AND successful completion of four elective administrative support courses.Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmNOTE: Prior to appointment, you may be required to pass a keyboarding test that demonstrates your ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT FOR PROMOTIONAL CANDIDATES:Trainees are required to take eight courses, four mandatory and four electives, in the following administrative support competencies:Computer Skills and TechnologyInterpersonal and Customer RelationsProfessionalism and Self-ManagementVerbal and Written CommunicationTrainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offering through another entity as determined by the Agency.The following four administrative support core courses are mandatory and should be completed before advancement to the Administrative Assistant Trainee 2: Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing.In addition, successful completion of the four elective administrative support courses is mandatory before advancement to the full level Administrative Assistant 1.Failure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position.Open Competitive: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. 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.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. 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.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. 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.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 the Trainee 2. 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. Failure to complete the required Traineeship Requirements prior to completion of the traineeship will result in a termination from the position.Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law. Duties Description Under the supervision of a Human Resources Specialist 1 or higher-level Human Resources staff, the Administrative Assistant 1/Trainee will perform general clerical office duties specific to the program services in the Lists and Transactions and Exams Unit. Working with a variety of office staff and supervisors, duties may include, but are not limited to: Complete and process forms required for the movement of positions within the agency. Review appointment packages for new hires, transfers, promotions, etc. Send score and disqualification notices, canvass letters, and other correspondence to applicants as required. Manage the use and maintenance of centralized Departmental, Interdepartmental, Open Competitive and Transition Lists through Civil Service ELMS system. Assist with canvasses, compile acceptors lists and resume submissions, and provide to Personnel Administrators, regional staff and programs upon request. Receive final lists from programs and code them in Civil Service ELMS, MS Access, MS Word, or MS Excel as appropriate. Correspond with applicants, employees, program areas, Personnel Administrators, regional staff, Exams Unit, Transactions Unit, and Civil Service. Assist other Personnel Units, Office Managers and Personnel Administrators by creating reports, gathering and tracking various information, when necessary. All assigned tasks require attention to detail, research and data entry into HRIS, Civil Service ELMS, MS Access, MS Word, MS Excel and other systems as required. Additional assignments as required.Responsibilities may include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations. Additional Comments 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, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.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) 474-6988 or via email at info@oer.ny.gov.The New York State Department of Transportation is an equal opportunity/affirmative action employer. Women, minority group members, disabled persons and Veterans are encouraged to apply. Upon request, reasonable accommodations will be provided for the disabled.In compliance with Public Law 99-603, candidates selected for appointment must provide an original document to prove their citizenship and/or legal right to work in the United States. Some positions may require additional credentials or a background check to verify your identity.Name Wendy Gill Telephone Fax Email Address HR-Personnel@dot.ny.gov Address Street NYS Department of Transportation 50 Wolf Road City Albany State NY Zip Code 12232 Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number MO-24-411 and last name in the subject line and referenced in the letter of interest no later than September 18th, 2024, to HR-Personnel@dot.ny.gov
