Administrative Assistant 1 or Trainee 1 / Trainee 2 Position Available In Albany, New York

Basics Schedule Location Job Specifics How to Apply Indicates whether if this vacancy posting is part of the

NY HELPS

Program. NY HELP Yes The agency in which the vacancy exists. Agency Civil Service, Department of The job title for the vacancy. Title Administrative Assistant 1 or Trainee 1 / Trainee 2 The job title for the vacancy. Occupational Category Administrative or General Management The salary grade for this vacancy. Salaries are determined by salary grade and bargaining unit. Salary Grade NS The collective bargaining unit to which this vacancy is assigned. Bargaining Unit M/C – Managerial/Confidential (Unrepresented) The minimum and maximum of the salary range for this vacancy. Salary Range From $42946 to $60467 Annually Indicates whether this job is full-time or part-time. If the job is part-time, an estimated percentage will be provided. Employment Type Full-Time This indicates the type of job, typically permanent, temporary, or provisional. ‘Provisional’ means that the appointment will be temporary until the incumbent takes and passes an appropriate civil service examination. Appointment Type Permanent Jurisdictional class is the indicator for how this job can be filled. The classified service is governed by the Civil Service Commission, and consists of competitive, non-competitive, exempt, and labor classes. ‘Competitive class’ indicates that the applicant must take and pass an appropriate civil service examination. ‘Non-competitive class’ indicates that the applicant’s qualifications will be evaluated without a civil service examination. ‘Exempt class’ indicates that the applicant will be evaluated by methods other than competitive or non-competitive, and that incumbents will not be granted tenure. ‘Labor class’ requires that applicants possess skills or other physical characteristics that cannot effectively be evaluated by other means. The unclassified service is legislatively defined, and includes such positions as elected officials, department and agency heads, and all academic personnel in public schools, colleges, and universities. Jurisdictional Class Competitive Class Estimates the percentage of time incumbents of this vacancy will be required to travel. Travel Percentage 0% This provides information on the expected workweek. Workweek Mon-Fri The number of hours in the workweek, typically 37.5 or 40 for full time, or any other number for part time. Hours Per Week 40 Workday The start time for this vacancy. If the agency employs flextime, this will be the earliest time this vacancy’s shift can start. From 8 AM The end time for this vacancy. If the agency employs flextime, this will be the latest time this vacancy’s shift can end. To 4:30 PM If checked, the agency allows flextime. Flextime allowed? No If checked, this vacancy includes mandatory overtime. Mandatory overtime? No If checked, this agency allows compressed workweek scheduling. Compressed workweek allowed? No If checked, this agency allows telecommuting for this position. Telecommuting allowed? Yes The county in which the vacancy is located. County Albany The street address where the vacancy is located. Street Address Agency Building 1, 9th Floor, ESP The city where the vacancy is located. City Albany The state where the vacancy is located (the default is New York). State NY The zip code where the vacancy is located. Zip Code 12239 The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Municipal Services Division provides technical advice and assistance to 95 local civil service agencies on the full range of civil service activities as required by Civil Service Law. Division staff also support the Commission in its monitoring of New York City’s provisional employee reduction activities, review of local rulemaking proposals, and analysis of section 211 waiver requests. This position will play an important role in working with local civil service agencies throughout New York State as they strive to hire more public servants into key roles in local government. Reporting to a Division Section Supervisor (Human Resources Specialist 4), an Administrative Assistant 1 is responsible for supporting the administrative operations of the section, supporting the Division’s local government outreach, technical assistance, and training efforts. The Administrative Assistant 1 duties in the Municipal Services Division will include but are not limited to the following:

• Providing exceptional customer service to local government employees, Division staff, and other stakeholders.
• Answering routine phone calls and re-directing callers tactfully.
• Assisting with the tracking and progress of assignments.
• Preparing correspondence to municipal civil service agencies and other external parties.
• Receiving, processing, and tracking requests from local government employees for access to the Department’s computer systems.
• Maintaining various Division paper and electronic filing systems and logs.
• Reviewing work performed by other staff to ensure correct spelling and grammar, and that formatting is according to Division and Department standards.
• May collate, organize, and index documents prepared by staff of the Municipal Services Division for the New York State Civil Service Commission to document requests for waivers of section 211 of the Retirement and Social Security Law or to support the rulemaking process of local civil service agencies.
• May assist in maintaining contact information and distribution lists of local civil service administrators.
• May support Division staff by making travel arrangements, processing travel requests, and expense reports.

The Administrative Assistant I position will have multiple vacancies. The minimum qualifications required for this vacancy. 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 of 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

(NY HELPS): 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. 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. 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.

Substitution:

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.

REASSIGNMENT QUALIFICATIONS

Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1; if less than one year, you must be currently reachable on the Administrative Assistant 1 eligible list for the Albany location if one exists.

COMPETITIVE QUALIFICATIONS

You must be reachable on the current eligible list or eligible for transfer. Any active transition or promotion list(s) must be exhausted to appoint under the

NY HELPS

program. 70.1 TRANSFER

QUALIFICATIONS

One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

PROVISIONAL QUALIFICATIONS

Based on the results of the canvass of the current eligible list for the Administrative Assistant 1 position, the Department may elect to make a provisional appointment to this position rather than a permanent appointment should the eligible list have less than three candidates interested. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Administrative Assistant 1 exam and be reachable for appointment from the newly established eligible list. The minimum qualifications for Provisional appointment are: One year of permanent, contingent permanent, or 55 B/C service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.

• Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.

S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.

NON COMPETITIVE PROMOTION

(NCP)

QUALIFICATIONS

The Department of Civil Service is considering making a request to the Department of Civil Service to hold a non-competitive promotion examination for the above title in accordance with Section 52.7 of the Civil Service Law if three or fewer interested promotional candidates respond to this notice. Before submitting such a request, we must ascertain if anyone meeting the minimum qualifications is interested in competing in a promotional examination for the above title and if they would accept appointment if offered. To qualify, you must be a current Department of Civil Service employee. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Please note this will be a competitive appointment. The term non-competitive refers to the appointed candidate not needing to compete in the next holding of the examination. The minimum qualifications for NCP appointment are: One year of permanent, contingent permanent, or 55 B/C service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying Experience for Appointment from the

Eligible List:

After one year of the service described in the Minimum Qualifications, successful candidates will be qualified for appointment from the eligible list.

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, you will automatically advance to Trainee 2. Upon satisfactory completion of the 12-monthtraining as a Trainee 2 you will advance to the full level of this title without further examination.

Advanced Placement/Appointment Level:

You must inform the interviewing agency of any additional qualifications at your interview. If selected by the interviewing agency you may, at the agency’s discretion, be appointed to a higher level.

SUBSEQUENT 55B/C QUALIFICATIONS

A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 6. To be considered, you must provide a copy of your letter of eligibility with your response. 55 B/C

QUALIFICATIONS

Individuals certified eligible for the 55 B/C program under the Governor’s Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response. You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are: One year of permanent, contingent permanent, or 55 B/C service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. 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.

PREFERRED QUALIFICATIONS

Experience providing administrative support in a busy office setting, including use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office. Prior experience using Microsoft Word and Excel to merge documents is a plus. Additional comments regarding the vacancy. Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package. The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow’s workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity. Among its duties, the

Department:

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor’s Program to Hire Individuals and Veterans with Disabilities (https://www.

cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING

DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines. The Department of Civil Service 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 YourFutureBeginsHere@cs.ny.gov. Some positions may require additional credentials or a background check to verify your identity. The name of the contact person for this vacancy. Name Cassandra Dollard The telephone number to use for questions about this vacancy. Telephone 5184734306 The fax to use for this vacancy. Fax Email address for emailing applications, or to ask questions about this vacancy. Email Address YourFutureBeginsHere@cs.ny.gov Address The street address of the contact for this vacancy. Street Empire State Plaza – Agency Building 1 Floor #10 Office of Human Resources and Administrative Planning The city for the contact for this vacancy. City Albany The state of the contact for this vacancy (the default is New York). State NY The zip code for the contact for this vacancy. Zip Code 12239 Instructions for potential applicants. Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# 190733 you are applying for in the subject line of your email.