Administrative assistant / trainee
People With Developmental Disabilities, Office for
Location
Schenectady, NY | United States
Job description
MINIMUM QUALIFICATIONS:
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 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), itis 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.
NON-COMPETITIVE MINIMUM QUALIFICATIONS:
Administrative Assistant Trainee 1 (Non-Statutory Equated Salary Grade 8):
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):
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:
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.
- Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was
awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at Candidates are responsible for the evaluation fee.
COMPETITIVE MINIMUM QUALIFICATIONS:
REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1/Trainee 1 or 2. If you have less than one year, you must be currently reachable on the Administrative Assistant 1/Trainee 1 or 2 eligible list for the Albany location.
70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 6 or higher eligible for transfer and determined to be similar by Civil Service.
For transfers, a list of approved titles is available through Civil Service GOT-IT at The GOT-IT site will inform you if your title requires special qualifications for transfer as detailed above.
55 B/C QUALIFICATIONS:
Current permanent non-competitive state employees 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 will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response and meet the minimum qualifications listed above.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
PROVISIONAL QUALIFICATIONS:
Based on the results of the canvass of the current eligible list for the Administrative Assistant 1, the Department may elect to make a provisional appointment to this position rather than a permanent appointment should the eligible list have less than three candidates interested. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Administrative Assistant 1 exam and be reachable for appointment from the newly established eligible list.
The minimum qualifications for Provisional appointment are:
Candidates must be a qualified employee of New York State and have had one year of permanent competitive or 55-b/55-c service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at:
Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS eq. Grade 8, and Administrative Assistant Trainee 2, NS eq. Grade 10 leading to Administrative Assistant 1, Grade 11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA and M/C employees through the New York State & CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1.
For more information about the Administrative Assistant Traineeship, including the course requirements, please visit:
KEYBOARDING EXAM QUALIFICATIONS:
Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam prior to appointment. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy within 5 minutes.
Duties Description
- Location to be discussed at time of interview
Full performance level, SG-11
- Capital District DDSO - $44,957 – $55,093
- Hudson Valley DDSO - $48,044* - $59.180*
- Taconic DDSO - $46,500**- $56,636**
- Trainee-level (SG-NS) salaries will vary depending on appointment level
OTHER: Please note, the posted Hiring Salary includes the sum of the statutory hiring rate for ASU Grade 11 ($44,957), along with any special salary treatments in effect for this position in this location, such as a Downstate Adjustment *($3,087) for Hudson Valley DDSO and Mid-Hudson Adjustment **($1,543) for Taconic DDSO. The posted maximum salary (Job Rate of $55,093) includes the previously Adjustments.
PRIMARY DUTIES AND RESPONSIBILITIES:
The Administrative Assistant 1 works within the Regional Office Eligibility Team to:
- Perform clerical support duties within our Eligibility Unit.
- Send out certified/return receipt correspondence as needed.
- Prepare/send time-sensitive budget approval letters for individuals.
- May assist with scheduling trainings.
- Assist with data entry and spread sheets within the Eligibility team.
- Assist with the setup and enrollment of the Information Sessions.
- Assist with special projects.
- Utilize CHOICES, SharePoint, TABS, Excel, Word, and other Microsoft Suite program.
- Perform other clerical duties to include but not limited to typing letters, completing electronic filing, ordering supplies, scheduling rooms, scheduling meetings, Web-ex capability, attend/take meeting minutes, printing and copying information as requested, preparing necessary platforms and equipment for meetings, creating spreadsheets, submit Help Desk tickets and Work Requests as needed, general assistance to the team, assistance to other Regional Office teams as needed, etc.
- Other duties as assigned.
LinkedIn:
#LI-SB2
Additional Comments
ADDITIONAL COMMENTS:
- Family and household member relationships: OPWDD policy may impact eligibility for this position. Employees are responsible for recognizing the relationship and not posting for positions where it would be a concern. Before you apply read Section 120.27 of the Region 3 Policy Manual. Please e-mail [email protected] if you have you need help determining if this policy applies to you.
- CAPA: Must be cleared by the NYS Central Register for Child Abuse and Maltreatment if position requires working with minors and not previously cleared.
- If you are employed by state government, you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit
- Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA). If an employee believes that they need a reasonable accommodation, they should contact the NYS OPWDD Reasonable Accommodation Unit at (518) 486-7222 or e-mail at [email protected] to obtain information and RA forms.
- For CSEA positions: Local Bidding Agreements, and previously approved vacation/holiday time will be honored in the new assignment.
- Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume/cover letter.
- In order to be eligible for appointment and to maintain employment, you cannot be listed as an excluded individual or entity on any of the Federal and/or State Medicaid and Medicare exclusion lists (or excluded from any other Federal or Federally assisted program). If you are appointed and subsequently listed as an excluded individual or entity on any of these lists (or excluded from any other Federal or Federally assisted program), you may be terminated from your employment.
- OPWDD is an Equal Opportunity/Affirmative Action Employer.
- OPWDD is committed to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas, and talent that our employees bring to their work. This speaks to our culture and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation, and beliefs.
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