Administrative Assistant 1 or Administrative Assistant Trainee - StateJobsNY : Job Details

Open to Public (NY HELPS) 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 may be 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 and complete a probationary period. 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 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. Individuals 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 are encouraged to apply. To be considered, 55-b/c candidates must provide a copy of their letter of eligibility with their response and meet the NY HELPS minimum qualifications listed below. NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements: 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 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements: 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, (Salary Grade 11) NO Traineeship / no coursework requirements: 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 for Administrative Assistant 1: 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: Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list, List number #38701010 for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter. OR Permanent Appointment: One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.* *Note: Appointment may be made at a traineeship level. A two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees will be required to take four mandatory courses in the first year of the traineeship and four elective courses in each 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, SG-11. For full details on the Administrative Assistant Traineeship program, go to the following link: Section 70.1 Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible to transfer under Section 70.1 of the Civil Service Law. Candidates must also have completed all mandatory and elective core coursework** to qualify for the transfer. For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-6 or above deemed eligible to transfer under Section 70.1 of the Civil Service Law. For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SG-8 or above deemed eligible to transfer under Section 70.1 of the Civil Service Law. Candidates must also have completed all mandatory and elective core coursework** to qualify for the transfer. For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. For 55 b/c appointment, you must: •Possess the minimum qualifications for the selected title as established by the Department of Civil Service and listed on the most recent exam announcement. •Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary) •Have a current Eligibility Letter from the NYS Department of Civil Service, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request. CONDITIONS OF EMPLOYMENT: Promotions and transfers may change appointees' negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of work experience and/or completed coursework will be required for all candidates at the time of interview. Successful completion of an appropriate keyboarding test will be required for all candidates unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test was required. This position may be filled as a traineeship. The starting salaries for this position are outlined below. For current New York State employees, salary is based on the candidate's salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary. •$39,442 (Trainee 1- NS equated to SG-8) •$43,942 (Trainee 2- NS equated to SG-10) •$46,608 (Full Performance level SG-11) This position leads to a maximum salary of $58,706 based on annual performance advances and traineeship advances. Administrative Assistant Traineeship Coursework Requirements: •Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative core competencies: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management; Verbal and Written Communication. •Candidates appointed to Administrative Assistant Trainee 1 must complete one mandatory course in each of the core competencies within one year of appointment. The mandatory courses are Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing. •Advancement from Administrative Assistant Trainee 1 to Administrative Assistant Trainee 2 is contingent upon completion of one year of permanent competitive or 55b/c service as an Administrative Assistant Trainee 1 and completion of the four mandatory courses. •Candidates appointed to or advanced to Administrative Assistant Trainee 2 must complete one elective course in each of the core competencies prior to the completion of the Administrative Assistant Traineeship. Advancement from Administrative Assistant Trainee 2 to Administrative Assistant 1 is contingent upon completion of the requisite courses. Failure to complete the requisite courses prior to the completion of the Administrative Assistant Traineeship will result in removal from employment. Note on Traineeships: When current State employees with prior graded State service transition into traineeships, there will be cases where these individuals will be compensated at a higher rate than the hiring rate of the equated salary grade of a traineeship. Specifically, in these cases, the starting compensation of a traineeship will be the higher of either: 1) the hiring rate of the equated salary grade; or 2) an employee's current graded salary. For those current State employees with no prior graded service who transition into traineeships, these individuals will be compensated at the hiring rate of the equated salary grade. Overall, because of the various intricacies associated with the State's salary mechanics, the Office of the State Comptroller should be consulted regarding the actual compensation paid to any State employee transiting to a traineeship. Duties Description The Administrative Assistant 1 will work collaboratively with the Executive Staff, Counsel's Office, staff from other Divisions, members of the Communications Staff, and members of the Gaming Commission. The incumbent will increase the effectiveness of the Commission's Executive Office by coordinating the paper flow of the office and carrying out the day-to-day administrative support activities required to accomplish the work of the Commission. The Administrative Assistant 1 will function with a great deal of independence and will handle both confidential and sensitive material before the Executive Staff and the Commission. In addition, the Administrative Assistant 1 may oversee work done by other clerical staff. In this capacity, the Administrative Assistant 1 will perform duties that include, but are not limited, to the following tasks: •Perform various duties such as answering phones and directing calls to appropriate staff, filing and photocopying. •Assist in maintaining databases, monitoring the Commission website and tracking various requests for the Divisions. •Assist in arranging meetings and travel for Executive staff. •Organize and coordinate the administrative activities of the Executive Office. •Preparing and proofreading written material. •Coordinating, preparing, and tracking the status of office assignments, including coordination with other units. •Drafting response to correspondence as needed. •Conducting internet and other research to assist staff with unit projects. •Assist in SFS travel and purchasing for the Office. •Conduct research under the direction of Executive staff. •Provide review and analysis of Commission policies and procedures. •Update various track spreadsheets. •Other tasks as assigned by the Secretary. Additional Comments The New York State Gaming Commission is an Equal Employment Opportunity employer committed to excellence and diversity. All qualified candidates are encouraged to apply. PROHIBITION AGAINST PLAYING AND WAGERING: Commission employees and family members residing in their households are prohibited from purchasing Lottery tickets or claiming Lottery prizes. Commission employees are prohibited from wagering upon any horse racing, commercial gaming, video lottery gaming, Indian gaming, charitable gaming activities, interactive fantasy sports, and mobile sports wagering within the State. To avoid any appearance of impropriety of conflict of interest, Commission employees will be prohibited from all aspects of promoting, operating, and playing in any charitable gaming, which includes bingo and games of chance such as raffles, whether the organization conducting the game is required to be licensed by the Commission. The prohibition placed upon each Commission employee from assisting with any charitable gaming does not apply to the employee's family unless the employee thinks it presents a conflict of interest related to his or her job duties. Commission employees must also avoid any outside activities that could interfere or be perceived to interfere with their job duties. Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) ###-#### or via email at [email protected]. Appointment will be contingent upon completion of a fingerprint background check before an official appointment offer can be made. Some positions may require additional credentials or a background check to verify your identity. Name Human Resources Telephone Fax (518) ###-#### Email Address [email protected] Address Street Attn: Human Resources 354 Broadway City Schenectady State NY Zip Code 12305 Notes on Applying Email submissions are preferred. Please specify Administrative Assistant with Vacancy ID in the subject line of your email or fax submission. Submit a cover letter and resume in Word or PDF format. We are unable to open documents from Google Docs, Google Drive, OneDrive and/or the Cloud . Clearly indicate how you meet the minimum qualifications for this position. Your Social Security Number may be required in order to confirm your eligibility.