NY HELP Yes
Agency State, Department of
Title Administrative Assistant 1, Trainee 1-2 (NY HELPS) Vacancy ID# 188903
Occupational Category Clerical, Secretarial, Office Aide
Salary Grade 11
Bargaining Unit ASU - Administrative Services Unit (CSEA)
Salary Range From $40391 to $58447 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 9 AM
To 5 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? Yes
County Albany
Street Address 99 Washington Ave
City Albany
State NY
Zip Code 12231
Duties Description DUTIES: The Department of State (DOS) Language Access Program with the Office for New Americans ensures that all divisions of DOS can provide interpretation, translation and other communication-related services to best serve the needs of constituents. The Language Access Program is overseen by the DOS Language Access Coordinator and NYS ONA Executive Director.The DOS Language Access Program seeks an Administrative Assistant 1 Trainee 1-2 to provide coverage and assistance for responsibilities of the Language Access Program. This may include the following duties:- Submit language access requests to language services contractors.- Monitor requests for language services and update Excel Spreadsheets with progress.- Send confirmed interpreters' information to divisions.- Submit purchase requisitions for language access requests.- Organize and sort emails in the Language Access mailbox.- Update and add information to the Language Access SharePoint site.- Assist staff with Language Access requests/questions.- Note-taking for language access activities.- Schedule events for the ONA Executive Director and DOS Language Access Coordinator.- Complete SFS expense reports for the ONA Executive Director and DOS Language Access Coordinator.- Sort and send mail for the Department of State Language Access Program, ONA Ramirez June Initiative and to respond to ONA outreach team needs.- Coordinate meetings for events for the Language Access Program and for ONA staff.- Coordinate timely submission of telecommuting schedule for ONA staff.- Submit supply orders (purchase order requests & Administrative Support Services (BASS) order forms).
Minimum Qualifications COMPETITIVE MINIMUM QUALIFICATIONS:Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-6 or higher and otherwise eligible for transfer under Civil Service Law.A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. NY HELPS: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, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.NON-COMPETITIVE MINIMUM QUALIFICATIONS:The minimum qualifications for Non-Competitive appointment 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. 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: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: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.OrCertification (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.If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.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. 55 B/C Appointment:This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.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. KEYBOARDING EXAM QUALIFICATIONS: Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy by completion of probation. PREFERRED QUALIFICATIONS:- Previous experience working in government.- Team player.- Strong communication skills.- Detail oriented.- Able to prioritize tasks and multi-task.- Knowledge of Excel, Microsoft Word, Outlook and SharePoint.
Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resources / RC
Telephone 518-474-2752
Fax 518-402-3656
Email Address HRM.Recruitment@dos.ny.gov
Address
Street 99 Washington Ave
Suite 1150
City Albany
State NY
Zip Code 12231
Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, resume, degree/transcript, and New York State Part 1 Application (https://dos.ny.gov/employment-opportunities) to HRM.Recruitment@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.
