NY HELPYes

AgencyParks, Recreation & Historic Preservation, Office of

TitleAdministrative Assistant 1/Trainee 1 (NYS HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $50008 to $62106 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

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 Suffolk

Street Address Administration Headquarters, Belmont Lake State Park

City North Babylon

StateNY

Zip Code11703

Minimum Qualifications 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.

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. 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. 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. 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. 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. 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’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

*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 or its territories, you must provide independent verification of equivalency. This information can be found athttp://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

REASSIGNMENT QUALIFICATIONS:
Current New York State Office of Parks, Recreation and Historic Preservation employees with one year of permanent, contingent permanent, or 55-b/c service as an Administrative Assistant 1/Trainee 1 or 2.
ELIGIBLE LIST APPOINTMENT
Currently reachable on the Administrative Assistant 1/Trainee 1 or 2 eligible list for the Albany location.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55-b/c service allocated to a Grade 6 or higher eligible for transfer.

For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title requires special qualifications for transfer as detailed above.
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 minimum qualifications listed above.

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.
NON-COMPETITIVE PROMOTION (NCP):
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 pursuant to Section 52.7 of the Civil Service Law. The promotion minimum qualifications are: one year of permanent competitive service as an: Office Assistant 2 (Keyboarding) or an Office Assistant 2 (Keyboarding) Spanish Language.

PROVISIONAL QUALIFICATIONS:
Based on the results of the canvass of the current eligible list for the Administrative Assistant 1, 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:
Candidates 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. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm.

Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS eq. Grade 8, and Administrative Assistant Trainee 2, NS eq. Grade 10 leading to Administrative Assistant 1, Grade 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.

KEYBOARDING EXAM QUALIFICATIONS:
Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam prior to appointment. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy within 5 minutes.

Duties Description Under the direction of the Human Resources Director, at Administration Headquarters in the Long Island Region the selected candidate’s duties will include, but not be limited to:
• Assist in the drafting of memos, including counseling memos, Notices of Discipline, and other correspondence.
• Assist in scheduling and preparation for interrogations and investigations.
• Prepare and present case information to HR Director for review.
• Collaborate with Albany Labor Relations team to maintain case files.
• Working with union representatives to resolve workplace issues, including policy and contract interpretation.
• Assist in preparing and reviewing investigative reports and resolving disciplinary cases of employee misconduct.
• Collaborate with the Office of Employee Relations on ADID-related matters.
• Answer phones and greet visitors. Refer phone calls and walk-in guests to appropriate individuals as necessary.
• Check and respond to emails received in HR inboxes as requested.
• Provide administrative support to HR and Payroll departments, including creating and maintaining PHF files and department files, maintaining agency rosters, collecting resumes, and verifying seasonal employee hours.
• Provide support in hiring of permanent and seasonal employees, including processing paperwork, assigning office equipment, and distributing required hiring paperwork by email.
• Use PeopleSoft, LATS, Payroll Grid, HRIS and other NYS systems as required to perform above responsibilities.

Additional Comments OPERATING NEEDS:
• Must be able to effectively communicate and interface with regional office staff, and the public.
• Must have experience with Microsoft Office, including Word, Excel, and Outlook.

Generous benefits package, worth approximately 65% of salary, including:
Paid Time Off:
• 39 days - 13 Vacation days, 8 Sick days, and 5 Personal Leave days, 13 Holidays.
• Three (3) days of professional leave annually to participate in professional development.
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 / Family Leave

To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx

The hiring rate listed combines the statutory hiring rate for M/C Grade 11 ($46,608) with the Downstate Adjustment ($3,400). Similarly, the job rate posted is a combination of the statutory job rate ($58,706) and the Downstate Adjustment ($3,400).

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

Name Personnel Office

Telephone

Fax

Email Address longisland.employment@parks.ny.gov

Address

Street NYS Office of Parks, Recreation and Historic Preservation; Personnel Office

625 Belmont Ave.

City West Babylon

State NY

Zip Code 11704

Notes on ApplyingIf you feel you meet the minimum qualifications and the agency operating needs and are interested in being considered for this vacancy, you can obtain an Employment Application from your local park office, your region’s administrative headquarters or download an application from the NYS Office of Parks, Recreation and Historic Preservation website at www.parks.ny.gov/employment.

If you are interested in this vacancy, please forward your application and resume: longisland.employment@parks.ny.gov. Include “Vacancy 162896 - AA1” in subject line.