Administrative Assistant 1/Trainee 1/2 (NY HELPS) - DHP

Basics Schedule Location Job Specifics How to Apply NY HELP Yes Agency Parks, Recreation & Historic Preservation, Office of Title Administrative Assistant 1/Trainee 1/2 (NY HELPS)

• DHP 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 Competitive Class Travel Percentage 0% Workweek Mon-Fri Hours Per Week 37.

5 Workday From 8 AM To 4 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? No County Saratoga Street Address Peebles Island State Park 1 Delaware Avenue North City Cohoes State NY Zip Code 12047 Duties Description Under the supervision of the Administrative Assistant 2, SG-15 within OPRHP's Division for Historic Preservation (DHP) , the selected candidate's duties will include but are not limited to the following:

• Manage the mailing of State/National Registers of Historic Places (SR/NR) notification letters and documents to officials and property owners, including mail merging, printing, and organizing attachments (maps, meeting notices, etc.

), mailing and tracking of federal express packages. o Ensure proper delivery to the OPRHP mail room, verifying all documents/forms are completed accurately. o Entering/tracking of information in the Cultural Resource Information System (CRIS), including Homeowner Tax Credit Part 1 application data.

• Assist the Survey & National Register Coordinator with National Register nominations submission to the National Park Service via the Cultural Resource Submission Portal (CRSP), including tracking submissions and approval dates.
• Maintain and update electronic, paper, and archival files for the SR/NR process.
• Update the Procedure Manual for SR/NR notification and record-keeping.
• Keep the Historic Business Preservation Registry spreadsheet current with new nominations.
• Create documents, particularly fillable PDFs.
• Coordinate meetings and gatherings with staff.
• Coordinate and schedule staff meetings, including space reservations and AV setup for hybrid meetings, ensuring all materials and equipment are prepared.
• Assist with making food arrangements for meeting(s).
• Responsible for the reception area by answering phone calls, greeting visitors, date-stamping and distributing mail, and logging incoming deliveries.

Minimum Qualifications If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications: NY HELPS or 55-b/c

QUALIFICATIONS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

• To be considered for appointment through NY HELPS, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position.

The qualifications are:

Administrative Assistant Trainee 1 (Non-Statutory Equated to SG-8): 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. Administrative Assistant Trainee 2 (Non-Statutory Equated to SG-10): 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. Administrative Assistant 1, SG-11: 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.

Please note:

Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG-8, and Administrative Assistant Trainee 2, NS equated to SG-10 leading to Administrative Assistant 1, SG-11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA employees through the New York State & CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1. For more information about the Administrative Assistant Traineeship, including the course requirements, please visit: https://nyscseapartnership.org/administrative-assistant-traineeship. 55-b/c

QUALIFICATIONS

Current permanent non-competitive state employees 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 and meet the HELPS qualifications listed above.

REASSIGNMENT QUALIFICATIONS

You must be a current New York State Office of Parks, Recreation and Historic Preservation (OPRHP) employee with one year of permanent, competitive, or 55-b/55-c service as an Administrative Assistant 1/Trainee 1/2. 70.1 TRANSFER

QUALIFICATIONS

At least one year of permanent or contingent-permanent qualifying service as a Grade 6 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position.

Note:

The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades. For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

SUBSEQUENT

55-b/c

QUALIFICATIONS

A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility. 52.7 NON-COMPETITIVE (NCP)

QUALIFICATIONS

It is the intention of the Office of Parks, Recreation and Historic Preservation (OPRHP) to fill a permanent competitive position of Administrative Assistant 1 in the Peebles Island State Park located at 1 Delaware Avenue North, Cohoes, NY 12047. The promotion minimum qualification for appointment are: One year of permanent competitive, non-competitive

NY HELPS

• , or 55b/c service as an Office Assistant 2 Keyboarding, SG-9 or an Office Assistant 2 (Keyboarding) Spanish Language.

As required by the New York State Department of Civil Service, we are posting for this position to determine if there are any qualified OPRHP employees interested in a permanent appointment to the position. If there are three or fewer qualified candidates interested in the position who meet the promotion minimum qualifications, a permanent appointment can be made via non-competitive promotion (NCP), pursuant to Section 52.7 of New York State Civil Service Law.

Please Note:

In order to be considered for appointment via non-competitive promotion, candidates serving in the established promotion field must not have failed the last two holdings of the Administrative Assistant 1 promotion exam.

Note:

Non-competitive refers to not competing in an examination; the appointment will be competitive.

PROVISIONAL QUALIFICATIONS

In the absence of an eligible list(s) with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must be meet the following minimum qualifications: Administrative Assistant Trainee 1 (Non-Statutory Equated to SG-8): 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. Administrative Assistant Trainee 2 (Non-Statutory Equated to SG-10): 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. Administrative Assistant 1, SG-11: 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. •

NY HELPS PROGRAM

For the duration of the

NY HELPS

Program, this title maybe filled via a permanent 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 (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. Employees appointed via the

NY HELPS

program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via

NY HELPS

on a permanent or contingent permanent basis between June 26, 2024, and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent

NY HELPS

appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent

NY HELPS

appointment occurring effective 6/12/2025 or later will be addressed with a subsequent cover-in.

• If verifiable, we will accept and prorate appropriate part-time and volunteer experience.

Additional Comments

OPERATING NEEDS

• Must possess and maintain a valid driver's license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.
• Must be proficient in Microsoft Office programs including Outlook, Word, and Excel.

COMMENTS

The CSEA contracts allow for salary protection for seasonal / hourly employees who are appointed to permanent graded positions with lower hiring rates under certain circumstances. We encourage OPRHP seasonal / hourly applicants to check in with your Regional Business Office Administrator to inquire about the potential impact on your salary. Depending on each applicant's experience and/or education and current salary, if employed by New York State already, the appointment may be made to the Administrative Assistant Trainee 1, Administrative Assistant Trainee 2, or the Administrative Assistant 1 titles. Included below is a breakdown of the salary at each level of the traineeship. Administrative Assistant Trainee 1, NS=8: $40,391

• $49,743 Administrative Assistant Trainee 2, NS=10: $45,081
• $55,322 Administrative Assistant 1, SG-11: $47,695
• $58,447 If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed.

Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.

BENEFITS

Generous benefits package, worth approximately 65% of salary, including:

Paid Time Off:

CSEA:

44 days

• 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.

Health Care Benefits:

• Eligible employees and dependents can pick from a variety of affordable health insurance programs.
• Family dental and vision benefits at no additional cost

Additional Benefits:

• New York State Employees' Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• Paid Parental Leave Learn more about our benefits for permanent state employees, visit: https://parks.

ny.gov/employment/benefits.aspx Some positions may require additional credentials or a background check to verify your identity. Name Katie Bush Telephone Fax Email Address Employment@parks.ny.gov Address Street NYS Office of Parks, Recreation and Historic Preservation 625 Broadway City Albany State NY Zip Code 12238 Notes on Applying If you feel you meet the minimum qualifications and the agency's operating needs, and are interested in being considered for this vacancy, you can obtain an Employment Application from your local historic site office, your region's administrative headquarters or you can download an application from the NYS Office of Parks, Recreation and Historic Preservation by visiting the website at: https://parks.ny.gov/documents/employment/FillableUpdatedParksEmployeeApplicationS1000Part1.pdf Please forward your application and resume to Katie Bush at Employment@parks.ny.gov with the subject line "Administrative Assistant

• Peebles Island".

If you have any questions concerning the position, please email Katie. Please be advised that New York State Office of Parks, Recreation and Historic Preservation does not use E-Verify and does not offer sponsorship for employment visas statuses (i.e. H-1B, Self-Sponsorship, STEP OPT). Candidates sponsored for employment by an organization should be aware of their sponsorship status and the relevant expiration date(s) of that sponsorship before applying to this position. All qualified persons are invited and encouraged to apply. It is the responsibility of each applicant to accurately describe their experience and demonstrate that they meet the minimum qualifications and agency operating needs.