NY HELP Yes

Agency Corrections and Community Supervision, Department of

Title Administrative Assistant 1 / Administrative Assistant Traineeship

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 11

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $39215 to $56743 Annually

Employment Type Full-Time

Appointment Type Provisional

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address NYS Department of Corrections and Community Supervision - Central NY Regional Office

550 Broadway

City Menands

State NY

Zip Code 12204

Minimum Qualifications Eligible for reassignment, transfer, reachable for appointment from the appropriate eligible list or meet the following qualifications:Promotional qualifications:Administrative Assistant Trainee 1/SG-NS (EQ = SG-8 $38,293-48,975): must be a qualified employee of New York State and have had one year of permanent competitive or 55-b/55-c service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.Administrative Assistant Trainee 2/SG-NS (EQ=SG-10 $42,662-54,000): successful completion of 52 weeks of service as Administrative Assistant Trainee 1 and completion of four core administrative support courses OR eligible to transfer and completion of four core administrative support courses or equivalent coursework approved at agency discretion.Administrative Assistant 1/SG-11 ($45,250-56,996): must be a qualified employee of New York State and have had one year of permanent competitive or 55-b/55-c service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher, AND completion of the four core administrative support courses AND four elective administrative support courses, or equivalent coursework approved at agency discretion.Candidates must demonstrate adequate keyboarding skills by prior service in a keyboarding title or successful completion of a Keyboard Specialist performance test.NOTE: If you are not being appointed off of the Civil Service list or eligible for provisional appointment or transfer into the full performance Administrative Assistant 1/SG-11 title, or are currently in this title, then this will be either a one-year or two-year traineeship leading to the Administrative Assistant 1/SG-11.Advanced Placement/Appointment Level: You must inform the interviewers of any additional qualifications at your interview. If selected, you may, at the agency’s discretion, be appointed to a higher level.Open-competitive qualifications:ADMINISTRATIVE ASSISTANT TRAINEE 1/NS (EQ to SG-8 $38,293-48,575): 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.Traineeship: 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, which requires completion of the four core administrative support courses or their equivalency (Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing), you will automatically advance to Trainee 2.Upon satisfactory completion of the 12-month training as a Trainee 2, which requires completion of the four core administrative support courses AND completion of four elective administrative support courses, you will advance to the full level of this title without further examination.ADMINISTRATIVE ASSISTANT TRAINEE 2/NS (EQ to SG-10 $42,662-54,000): 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.Traineeship: To be advanced to the full performance level of this title, you must successfully complete a set training and development program, which requires 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 completion of four elective administrative support courses.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/SG-11 ($45,250-56,996): 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 degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.Note: completion of coursework is not required for this appointment.This title is part of the New York Hiring for Emergency Limited Placement StatewideProgram (NY HELPS).For the duration of the NY HELPS Program, this title maybe 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 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 noncompetitive 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 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.

Duties Description • Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.• Tracks and coordinates assignments.• 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.• Creates, maintains, and enters information into spreadsheets and databases.• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.• Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.• Completes forms in accordance with agency procedures.• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.• Locates and attaches appropriate files to incoming correspondence requiring replies.• Composes, types, and distributes meeting notes, correspondence, and reports.• Provides services to customers, such as order placement or account information.• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.• Searches for information using various sources including the internet.• Manages projects or contributes to committee or team work.• Mails various items including letters, reports, and promotional materials; andprepares packages and arranges for them to be shipped.• Orders and distributes supplies.• Creates conference or event materials such as flyers or invitations.• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.• May supervise other clerical staff and provide training and orientation to newstaff.• May take meeting minutes, and/or prepare material from dictation.

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

Name Amanda Eckert

Telephone 518-457-9631

Fax 518-457-9636

Email Address amanda.eckert@doccs.ny.gov

Address

Street Department of Corrections and Community Supervision

550 Broadway

City Menands

State NY

Zip Code 12204

Notes on Applying If interested, please send cover letter and resume to contact listed, please include the vacancy ID number.