Administrative Assistant 1 (NY Helps)

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Review Vacancy

Date Posted 05/29/24

Applications Due06/29/24

Vacancy ID159683

• Basics

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• Location

• Job Specifics

• Contact

NY HELPYes

AgencyEmpire State Development, NYS

TitleAdministrative Assistant 1 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $46306 to $56743 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

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? No

County Albany

Street Address 625 Broadway

City Albany

StateNY

Zip Code12245

Minimum Qualifications 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. However, 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 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Minimum Appointment 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 thirty (30) words per minute with at least 96% accuracy by completion of probation.

Substitutions: 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.

List Eligibility: Open to those reachable on the Administrative Assistant 1 eligible list.

Traineeship Eligibility: Appointment may be made at a traineeship level. A two-year traineeship [Administrative Assistant Trainee 1 & 2, NS; equivalent to Salary Grades 8 and 10) leading to Administrative Assistant 1, Grade 11, has been approved, effective November 8, 2023].

• $39,215 (Trainee 1; NS equated to SG-8)
• $43,768 (Trainee 2; NS equated to SG-10)
• $46,306 (Full Performance level SG-11)

Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.

Successful completion of the traineeship requires taking eight courses in the following competencies: Professionalism and Self-Management, Verbal, and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.

Promotion Eligibility: One year of service in a clerical title allocated to a Salary Grade 6 and above; and completion of a two-year traineeship.

Transfer Eligibility: Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law. Information regarding transfer eligibility may be available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/.

(Important Note: Per Civil Service Law, an employee cannot have two, consecutive upward 70.1 or 52.6 transfers without an intervening eligible list appointment if such transfers would exceed two salary grades.)

Reinstatement Eligible: Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.

PREFERRED QUALIFICATIONS:

Proficiency in SFS, Outlook, Word, and Excel.

Duties Description Under the direction of the Executive Director of Tourism and Sr. Director of Tourism Policy & Operations, the incumbent of this position will provide administrative support for the VP/Executive Director of Tourism, and for the Division of Tourism as a whole.

Duties include but are not limited to:

• Serve as the primary administrative support to the Executive Director (ED) of Tourism, including but not limited to: managing the ED's schedule; scheduling meetings; arranging travel; processing travel reimbursements; tracking tasks and work to be completed by the ED; and tracking ED's approval of invoices, travel requests and other incurred expenses by members of the Division.

• Assist team members to prep for ED's speaking engagements and appearances and update schedule and travel accordingly.

• Answer and direct calls from the ED's phone line, and the general Division phone line.

• Assist in drafting agendas and scheduling the Division's monthly team meetings.

• Update the Division's staff attendance, telecommuting, and Zoom account calendars.

• Provide support for the Division's participation in tourism events, which might include assembling invitation lists; following-up with invitees; and facilitating availability of needed promotional materials.

• Provide other Division support, such as: composing and distributing meeting notes; preparing meeting materials; and arranging for proper access to electronic equipment and communication platforms (e.g., conference calls and video conferencing).

• Work in coordination with supporting team members to ensure effective and informed administrative coverage of the ED.

• Assist on other tourism projects as assigned.

Additional Comments SALARY RANGE: $46,306 - $56,743

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

Name Amy Walsh

Telephone

Fax

Email Address DED-HR@esd.ny.gov

Address

Street 625 Broadway

City Albany

State NY

Zip Code 12245

Notes on ApplyingADDITIONAL INFORMATION:

If interested in this position, please forward a cover letter and resume to the e-mail address below by June 29, 2024. Be sure to indicate the position title and location you are applying for and specify how you meet the minimum qualifications in your cover letter.