NY HELP Yes Agency Transportation, Department of Title Administrative Assistant 1 / Trainee 1 / Trainee 2( NY HELPS) Occupational Category Clerical, Secretarial, Office Aide Salary Grade 11 Bargaining Unit ASU - Administrative Services Unit (CSEA) Salary Range From $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 8:30 AM To 4:30 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? Yes County Albany Street Address 50 Wolf Road City Albany State NY Zip Code 12232 Duties Description The incumbent of this position will support the Director of the Office of Diversity and Opportunity and will be responsible for the following duties:• Applying a working knowledge in all Microsoft Office products, specifically, Outlook, Word and Excel• Entering visitors into the Visitor Management System as requested• Drafting job vacancy announcements in coordination with HR• Assist in tracking and organizing job vacancy responses and scheduling of interviews• Managing a shared e-mail box, responding, or forwarding e-mails as appropriate• Procuring office supplies and equipment as needed• Coordinating agendas and scheduling meetings through WEBEX and/or TEAMS• Making travel arrangements and preparing appropriate travel forms• Resolve day-to-day operational problems.• Type, edit, format, correspondence, reports, memos, spreadsheets, presentations, etc.• Prepare travel reimbursement / expense reports.• Answer telephones, direct inquiries, take messages. • Work cooperatively with members of assigned cluster/team on projects as assigned• Other duties as assigned Minimum 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:Open Competitive: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 per minute 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’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.Promotional:Administrative Assistant Trainee 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmAdministrative Assistant Trainee 2: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher 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.Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmAdministrative Assistant 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher 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.Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmNOTE: Prior to appointment, you may be required to pass a keyboarding test that demonstrates your ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.The following four administrative support core courses are mandatory and should be completed before advancement to the Administrative Assistant Trainee 2: Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing.In addition, successful completion of the four elective administrative support courses is mandatory before advancement to the full level Administrative Assistant 1. Failure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position.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 the Trainee 2. 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. Failure to complete the required Traineeship Requirements prior to completion of the traineeship will result in a termination from the position.Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law.Keyboarding Test To be appointed as an Administrative Assistant Trainee 1 or 2 or Administrative Assistant 1, candidates are required to pass a typing test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy. Generally, the keyboarding test is only valid for five years from the date the candidate passes it. OR Candidates must demonstrate adequate keyboarding skills by prior service in a keyboarding title. Additional Comments *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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.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.ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENTKeyboarding TestTo be appointed as an Administrative Assistant Trainee 1 or 2 or Administrative Assistant 1, candidates are required to pass a typing test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy. Generally, the keyboarding test is only valid for five years from the date the candidate passes it.Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative support competencies:• Computer Skills and Technology• Interpersonal and Customer Relations• Professionalism and Self-Management• Verbal and Written CommunicationTrainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offering through another entity as determined by the Agency. The following four administrative support core courses are mandatory and should be completed before advancement or appointment to Administrative Assistant Trainee 2.• Microsoft Word Basics• Customer Service• Organized Office Worker• Successful Business WritingFailure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position. Some positions may require additional credentials or a background check to verify your identity. Name Sondra Little Telephone Fax Email Address Sondra.Little@dot.ny.gov Address Street 50 Wolf Road City Albany State NY Zip Code 12232 Notes on Applying Qualified candidates should submit a letter of interest and a current resume, titled by last name, with the Notice Number MO-25-055 and last name in the subject line and referenced in the letter of interest no later than February 17th, 2025 to:NYS Department of TransportationOffice of Diversity and OpportunityAttn: Sondra Little50 Wolf RoadAlbany, New York 12232Sondra.Little@dot.ny.gov