NY HELPYes

AgencyChildren & Family Services, Office of

TitleAdministrative Assistant 1/Trainee 1/2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $39215 to $56743 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 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Rensselaer

Street Address Capital View Office Park - BCM

52 Washington Street, South Building

City Rensselaer

StateNY

Zip Code12144

Minimum Qualifications Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer.
A two-year traineeship (Administrative Assistant Trainee 1 & 2 NS= Grade 8 and 10 and leading to Administrative Assistant 1, Grade 11) is available.
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. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.
All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.
Open to the Public: 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, candidates must meet the open-competitive minimum qualifications for this position.
The qualifications for the Trainee 1 level are: 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.
The qualifications for the Full Title level are: two years of experience in the administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. OR may be substituted with: 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. 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.
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.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Duties Description The position will be responsible for supporting the needs of the Bureau, which includes, but is not limited to the following:
handle telephone calls and answer basic questions from the public and not-for-profit organizations, receive and distribute the daily Bureau mail, review incoming correspondence and draft responses where appropriate, manage the email boxes ensuring emails are responded to in a timely manner, maintain office filing systems (including electronic), monitor and track status of contract activities within the Contract Management System (CMS) and Statewide Financial System (SFS), support vendors with completing forms such as substitute W-9s and Disclosure and Accountability Certifications, lead the mailing of contractual paperwork including creation of award letters, suspension letters, contract approval letters, etc., track and complete Freedom of Information Request (FOIL), and log and track the review Memorandiums of Understanding (MOU).
Additional duties will be discussed in detail during the interview.

Additional Comments Background Investigation Requirements:
1) All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee’s employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information, and may be required to pay any necessary fees.
2) All prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees will be required to pay any necessary fees.
3) For Division of Juvenile Justice and Opportunities for Youth (DJJOY) prospective appointees will be checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable.

The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff, and encourage applicants from marginalized communities to apply. In furtherance of Executive Order 31 and OCFS’s mission to have a diverse workforce, all people with disabilities are encouraged to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.

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

Name New York State Office of Children and Family Services

Telephone 518-473-7936

Fax 518-473-6122

Email Address eoajobpostings@ocfs.ny.gov

Address

Street Bureau of Personnel - NLP

52 Washington Street, 231 North

City Rensselaer

State NY

Zip Code 12144

Notes on ApplyingQualified candidates should e-mail their resume and letter of interest to eoajobpostings@ocfs.ny.gov You MUST include the Vacancy number of the position in the subject line of your email and/or cover letter to ensure receipt of your application. In order to qualify you for the position when you have current or prior New York State employment, you may be contacted by OCFS Personnel for your social security number to confirm your employment history.