NY HELP Yes
Agency State, Department of
Title Administrative Assistant 1 Trainee 1-2, (NY HELPS) - Vacancy ID# 218167
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 Non-competitive Class
Travel Percentage 0%
Workweek Mon-Fri
Hours Per Week 37.50
Workday
From 9 AM
To 5 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? Yes
Telecommuting allowed? No
County New York
Street Address 123 William Street
City New York
State NY
Zip Code 10038
Duties Description The Administrative Assistant 1 duties in Office of Administrative Hearings will include but are not limited to the following: - Sets up and manages paper and electronic filing systems.- Uses various information technology applications such as email, database, spreadsheets and word processing applications.- Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions. - Schedule hearings for the Office of Administrative Hearings (OAH}.- Process decisions for Administrative Law Judges (AJIs}.- Process adjournments and issue adjournment notices for AJIs.- Monitor OAH shared mailboxes for new hearing requests, transcripts, and correspondence from parties and the public. Respond to inquiries from the public and parties.- Create and send email invitations for virtual hearings.- Order court reporters for hearings.- Order language interpreters for judges. Track interpreter requests and assignments from DOS Language Access Department.- Set up Webex link and prepare hearing rooms before in person hearings, including unlocking hearing rooms, greeting litigants, witnesses, and observers who appear, and seating them in designated locations.- Update OAH shared calendar with OAH staff schedules and case information.- Email OAH decisions to DOS staff.- Upload decisions every month to the DOS website.- Forward a copy of the hearing record to the DOS appeal unit when requested.- Process scheduled Notice of Violation and Ticket hearings forwarded to OAH, adding hearings to the OAH calendar and uploading the record to OAH's case management system (Dynamics}. - Send email reminders to litigants regarding virtual hearings.- Assist with hiring process by scheduling interviews and corresponding with candidates.- Process FOIL requests received by OAH.- Open mail and answer OAH's telephone line.- Tracks and coordinates assignments.- Creates, maintains, and enters information into spreadsheets and databases.- Coordinates conferences, meetings, or special events, such as boarding new employees.- Make travel arrangements for staff. Creates and/or submits travel expenses reports for staff.- Completes forms in accordance with agency procedures.- Make copies of various documents, place them in proper files, and distribute them to appropriate staff.- Composes, @types, and distributes meeting notes, correspondence, and reports.- Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.- Manages projects or contributes to committee or teamwork.- Establish work procedures or schedules and keep track of the daily work of clerical staff.- May supervise other clerical staff and provide training and orientation to new staff.- May take meeting minutes, and/or prepare material from dictation.
Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS: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.The minimum qualifications for Non-Competitive appointment are: 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.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.Full Title: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.Or**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.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.COMPETITIVE MINIMUM QUALIFICATIONS:CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.TRANSFER QUALIFICATIONS: Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-06 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/.
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.
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resources / SK
Telephone 518-474-2752
Fax 518-402-3656
Email Address HRM.Recruitment@dos.ny.gov
Address
Street 99 Washington Avenue
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.
