Administrative Assistant 1, SG-11, Administrative Assistant Trainee 2, (Equated to SG-10), Administrative Assistant Trainee 1, (Equated to SG-8)(NYHELPS)Item#07933
New York State
AgencyState Comptroller, Office of the
TitleAdministrative Assistant 1, SG-11, Administrative Assistant Trainee 2, (Equated to SG-10), Administrative Assistant Trainee 1, (Equated to SG-8)(NYHELPS)Item#07933
Occupational CategoryAdministrative or General Management
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $58447 Annually
Appointment Type Contingent Permanent
Duties Description This position is located within the Bureau of Benefit Information Services, Division of Retirement Services and is responsible for:
• Provides administrative support to executive staff within the BIS Bureau
o Schedules meetings (including supervisory) while maintaining both executive management calendar(s) as well as the calendar for Information Office staff for consultation purposes
o Prepares responses to letters concerning program, policies and procedures for upper management’s signature
o Arranges and attends conferences as necessary, preparing summaries of the discussions and posting them where appropriate for review and reference purposes.
o Documents and remits to upper management various statistical reports, including monthly presentation attendance, help tickets, travel expenses, etc.
o Reviews and completes incoming written correspondence and reports to determine their significance. Makes recommendations to upper management or refers to appropriate person(s) for timely reply.
o Responds to incoming telephone calls, emails and correspondence from customers with Retirement System related questions concerning a variety of topics, while also answering calls from employees throughout the Division, and relaying these calls to appropriate staff as necessary
o Maintains security clearance for all BIS staff at both work and consultation sites
o Ensures purchases of necessary work-related items for Bureau staff
• Develops and revises work methods for both the Call Center and Information Office
o Develops, maintains and updates office procedure manuals as needed
o Suggests new and/or revised procedural changes or modifications in the office that, when implemented, help maximize productivity
o Review forms provided by other units within the Division, and draft new and/or revised versions of the forms for executive review.
• Directs clerical employees to ensure that their assignments are completed thoroughly and accurately, in a timely manner, while acting as an information resource in the event they require assistance.
o Reviews work completed by clerical staff (i.e. mathematical computations, emails, blue slips, benefit projections, etc.) to ensure accuracy and timeliness
o Provides sufficient back-up in the event that clerical staff is shorthanded or requires immediate assistance in resolving telephone inquiries and questions posed via written correspondence
• Participates in special projects at the request of management.
o Completes benefit projections as necessary, per member request
o Faxes pertinent information to customers and other employees within the Division
o Uses PeopleSoft and MEBEL system, as well as various databases, to look up customer and Retirement System information
• Processes requests from members and other interested parties for Retirement Systems’ forms and literature - this literature consists of nearly 100 different booklets and brochures.
o Takes down information obtained from customers via telephone or email including their names, addresses and literature requested, and relays this information to clerical staff for distribution
Minimum Qualifications Do you want a career with a purpose that provides work/life balance? Apply today to join the Office of the New York State Comptroller.
No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program:
Non-Competitive Qualifications for appointment under the NYHELPS Program:
For appointment to Administrative Assistant Trainee 1 (equated to SG-08), you must have:
• 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.
For appointment to Administrative Assistant Trainee 2 (equated to SG-10), you must have:
• 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.
For appointment to Administrative Assistant 1 (full journey level SG-11), you must have:
• 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.; OR
• 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.
Competitive Minimum Qualifications:
70.1 transfer:
For 70.1 transfer to an Administraive Assistant 1, SG-11, you must have one year of permanent competitive, or 55-b/55-c service in an approved title for transfer allocated to an SG-09 or above. SG-06 or above for a Trainee 1, SG-08 or above for a Trainee 2, depending on qualifications.
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)
Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade.
Depending on qualifications, you may be required to serve a 1 or 2-year traineeship that leads to the full level grade 11 position.
55b/55c Program appointment:
This position may be designated 55 b/c and is subject to verification of applicant eligibility. For more information on this program, please visit the NYS Department of Civil Service website, 55b/c Recruitment Resources Center (ny.gov)
Traineeship salary information:
The position may be filled at the Administrative Assistant Trainee 1 equated to SG-08 ($40,391), Administrative Assistant Trainee 2 equated to SG-10 ($45,081), or full performance Administrative Assistant 1 SG-11 ($47,695) based on the candidate’s education, experience, and previous state service. Salary is nonnegotiable.
Candidates hired at the trainee level will be advanced to the full performance Administrative Assistant 1 SG-11 following successful completion of the traineeship.
Additional Comments Knowledge, skills, and abilities:
• Possesses effective keyboarding, grammatical, written and proofreading skills
• Performs tasks accurately and within specific time frames
• Exhibits excellent interpersonal skills with staff, and with customers as necessary
• Operates a personal computer and effectively demonstrates a working knowledge of customized Lotus Notes Databases, the PeopleSoft system, the Retirement System’s MEBEL database with its different case types and action codes, the Internet and OSC’s Intranet in order to access Retirement Systems’ laws, policies and procedures
Telecommuting: The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s primary residence location, duties, and work performance are aligned with telecommuting and operational needs they may be allowed to do so. Generally, OSC employees may telecommute up to 5 days per pay period but may be approved to telecommute less.
Reasonable Accommodation: The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924
Equal Opportunity Employment: The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers.
The Office of the State Comptroller (OSC) does not participate in E-Verify and does not sponsor visa applications.
OSC offers competitive salaries and benefits, and opportunities for advancement, continuing education, and professional development. We provide a professional environment where employees are encouraged to push themselves while maintaining work-life balance. Our generous benefits package includes:
• A state pension with vesting after five years’ service
• Comprehensive medical, dental and vision insurance available to all employees and their dependents
• Flexible spending accounts for dependent and health care
• Productivity Enhancement Program (PEP), allowing eligible employees to exchange previously accrued leave in return for a credit to be applied toward their health insurance
• Public Service Loan Forgiveness (PSLF)
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• Holiday and paid time off
• Shift and geographic pay differentials
• A committed continuous learning environment
• Informational Brown Bag sessions
• Wellness at Work Programs to promote employee health and wellness
• OSC Mentoring Program to network, contribute, and provide an opportunity to strengthen competencies in a variety of areas
• And much more
Some positions may require additional credentials or a background check to verify your identity.
Address
Street Office of the New York State Comptroller, Division of Human Resources
110 State Street, 12th Floor
Notes on ApplyingSubmit a clear, concise cover letter and resume stating how you meet the above minimum qualifications to https://www.osc.ny.gov/jobs/openings/administrative-assistant-1-sg-11-trainees/042546. Reference Item #07933-TBK on your cover letter for proper routing.
Unofficial transcripts and/or templates will be required for certain positions. To access this job vacancy, copy the link above and paste it into your web browser. Documents must be sent as unlocked and accessible attachments.
If you have questions about this vacancy, please contact this Division representative:
Division Contact: Katrina Connelly
Email Address: KConnelly@osc.ny.gov