Adminstrative Assistant 1

NY HELP Yes

Agency Taxation & Finance, State

Title Adminstrative Assistant 1 (NY HELPS)

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 11

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $47695 to $58447 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? Yes

County Albany

Street Address WA Harriman State Campus

City Albany

State NY

Zip Code 12227

Duties Description
•Monitor the Transactions Unit shared mailboxes for review and response to basic inquiries and escalating to a supervisor when appropriate
•Provided general guidance and respond to admin inquiries regarding how to complete a transaction to be submitted for processing
•Organize effective systems of filing and record keeping for the benefit of the Transactions Unit staff and the department as a whole
•Maintain efficient workflow of post hire paperwork and provide feedback and suggestions on improvement opportunities
•Oversee the filing in the Personal History File room and coordinate the movement of folders to and from archives
•Review various types of non-complex transactions and supporting documentation submitted by program areas for accuracy and completeness (such as: hourly hires, assignment change, VRWS start/stop, performance advance and trainee advance, retirement, term lv, etc.)
•Ensure transactions are submitted to appropriate folder locations for payroll processing
•Use and navigate various computer systems; learn, maintain, and update skills in computer technology
•Ability to work under stringent deadlines
•Effectively communicate via telephone, in person, e-mail, fax and written correspondence
•Organize and prioritize assignments based on control agency and internal submission deadlines
•Run and review various reports / queries and process updates and corrections as needed
•Maintain confidentiality of information, exercise good judgement
•Meet department's time and attendance rules and regulations
•Additional duties as assigned
•Back up and/or fill in during busy times -Filing - Office filing for employee personal history files (PHF), direct deposit forms, withholding tax forms -Printing 301s out of database for filing in PHF (back up) -Create labels for 20010 and 20020 from preblock folder (back up -Mail distribution for the payroll unit (back up)

Minimum Qualifications The ability to fill this position is subject to DOB guidelines for processing personnel transactions. Note: a budget waiver is not required to fill positions via transfer to lateral or downward level positions within the same department or to change line items within the same funding source.The selected candidate must be eligible for appointment in accordance with the provisions of the Civil Service Law, Rules, and Regulations. If mandatory rehiring lists exist for this title, appointment other than reassignment must be made from these lists. If there are no acceptors from these lists, appointment may be made using the following:a) New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)b) Employees who are currently serving in the same title are eligible for reassignment without change in title or status;c) Candidates reachable on the appropriate eligible list for this title and location;d) Employees eligible for transfer.e) This position may be filled as a two year traineeship. Note: Advanced Placement in a traineeship is at the discretion of the hiring agency.Note: Trainee 1 is equated to SG 8 $40,391; Trainee 2 is equated to SG 10 $45,081.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 maybe 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 (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 servingpermanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.PROMOTION MINIMUM QUALIFICATIONS: One year of permanent service as an Office Assistant 2 (Keyboarding).NON-COMPETITIVE MINIMUM QUALIFICATIONS:Administrative Assistant 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.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.Administrative Assistant 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.The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words perminute with at least 96% accuracy by completion of probation.Administrative Assistant 1: 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 degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.COMPETITIVE MINIMUM QUALIFICATIONS:Candidates will be required to pass a keyboarding proficiency test (if moving out of a non-typing title) prior to appointment AND documentation of agency-approved completion of the four core administrative support courses or their equivalency:Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing; AND successful completion of four elective administrative support courses by completion of probation may be required.OHRM will schedule keyboarding tests as needed.

Additional Comments New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.Telecommuting opportunities and schedule to be discussed at interview.

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

Name Sonia Parsons

Telephone

Fax

Email Address

Address

Street WA Harriman State Campus

Building 9, Room 256

City Albany

State NY

Zip Code 12227

Notes on Applying Qualified candidates should copy the below web address into your browser to complete the online application for the Department of Tax and Finance. Within the application you will attach your resume, and unofficial transcripts. The transcripts submitted must include your name, the institution's name, coursework, and credits awarded to be accepted.