Administrative Assistant 1 / Administrative Assistant Trainee 1 (NY HELPS)
: Job Details :

*This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).Current New York State Division of Human Rights employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Assistant 1 and are interested in reassignment; OR current New York State employees with one year or more of permanent, contingent-permanent or 55b/c service in a position at SG-6 or above and eligible for transfer under section 70.1 of the Civil Service Law. *Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant, SG-11.NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Civil Service website (www.cs.ny.gov) to determine transfer eligibility or contact Justice Center Human Resources for your transfer options.Non-Competitive Minimum 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 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.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 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 complete 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 Duties will include, but are not limited to, the following: Open, review, sort, and distribute the mail in accordance with staff assignments. Review incoming correspondence and reports to determine their significance. Gather data relevant to complex or unusual inquiries in order to provide a basis for a reply or a decision and/or draft the reply. Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff members for very technical information. Respond to questions concerning program, policies and procedures. Refer most complex technical questions to appropriate staff. Prepare responses to letters concerning program, policies and procedures for supervisor's signature. Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Ensure that appropriate background material is attached. Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material for storage in records center or for disposal. Schedule meetings and maintain calendar. Transmit instructions from supervisor to appropriate staff orally, in writing or electronically and follow up to see that instructions are followed and deadlines are met. Prepare reports using statistical and narrative information. Use the Central Case Management System (CMS) to enter data and generate reports. Maintain inventory and order supplies for office, with attention to any special requests; accept deliveries and restock Additional Comments We offer a comprehensive benefits package, including: Holiday & Paid Time Off Public Service Loan Forgiveness (PSLF) Pension from New York State Employees' Retirement System Affordable Health Care options Family dental and vision benefits at no additional cost NYS Deferred Compensation plan Access to NY 529 College Savings ProgramPlease note that specific benefits and programs may vary based on negotiating unit, current contract, and length of State service. Some positions may require additional credentials or a background check to verify your identity.Name Human Resources / LB Telephone Fax 518-###-#### Email Address ...@justicecenter.ny.gov AddressStreet 161 Delaware Ave City Delmar State NY Zip Code 12054 Notes on Applying Please submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics to ...@justicecenter.ny.gov and indicate the Position Title & Vacancy ID number for which you are applying.