Administrative Assistant 1 or Trainee (NY HELPS)

Harvest your potential with the New York State Department of Agriculture and Markets! Join our team and become an integral part of a team dedicated to fostering a competitive food and agriculture industry that benefits both producers and consumers alike. Here, you can cultivate your career in a dynamic environment that values innovation, sustainability, and community engagement. With a wide range of opportunities spanning from environmental science to economic development, you can find your niche in public service and grow both professionally and personally.

About the role

The New York State Department of Agriculture and Markets is seeking an Administrative Assistant 1 or Trainee to work in the Division of Milk Control and Dairy Services in Albany. This full-time position works 37.5 hours per week, Monday-Friday, and is based in the Albany office located at 10B Airline Dr., Albany, NY 12235. Opportunities for telecommuting are available in accordance with the agency’s Telecommuting Program Guidelines.

Responsibilities

• Perform a wide range of administrative tasks related to correspondence, file and calendar management, and work coordination.
• Maintain laboratory records and files, including personnel, vendor, and report documentation.
• Distribute laboratory reports electronically and assist with records retention and transitioning to paperless systems.
• Support laboratory operations by receiving laboratory and office supplies, maintaining an updated order database, and ensuring adequate inventory levels.
• Schedule equipment maintenance and repairs, maintain out-of-service documentation.
• Prepare shipment material to field inspectors and submit and track work orders.

Qualifications

When a NY HELPS title can be filled with promotion and open-competitive qualifications, and the entire promotion eligible list is exhausted or does not exist, a NY HELPS appointment can be made in the following ways:

Direct-line lower-level promotion title NY HELPS Qualifications:

• One year of permanent, contingent-permanent, or 55 b/c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed at this link are qualifying.

Open-Competitive NY HELPS Qualifications:

• 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.

To be advanced to the full performance level of this title, you must successfully complete a set training and development program.

Traineeship Coursework Requirements

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 Communication

Mandatory Courses

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 Writing

Elective Courses

The agency will work with the employee to determine four elective courses that meet the requirements based upon the duties and function of the position. These courses must fall under each of the four administrative support competencies. Four one-hour webinars in a competency may substitute for a one-day training for the elective courses only.

Advanced Placement

• If you meet the minimum qualifications and have an additional one year of experience in administrative support and have successfully completed the mandatory courses, you may be appointed to the Administrative Assistant Trainee 2, reducing the traineeship time by one year.
• If you meet the minimum qualifications and have an additional two years of experience in the areas listed and have successfully completed the mandatory and elective courses, you may be appointed to the full performance title, Administrative Assistant 1, Grade 11.

Alternate Minimum Qualifications

You may also be eligible for appointment to this position if you meet any of the following qualifications:

• 70.1 Transfer Qualifications to Administrative Assistant 1, G-11: One year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law (e.g., Business Services Center Representative 1, G-11, Call Center Representative 1, G-9, Motor Vehicle Representative 1, G-9).
• 70.1 Transfer Qualifications to Administrative Assistant Trainee 1, NS: One year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law (e.g., Business Services Center Representative 1, G-11, Call Center Representative 1, G-9, Motor Vehicle Representative 1, G-9).
• 70.1 Transfer Qualifications to Administrative Assistant Trainee 2, NS: One year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law (e.g., Business Services Center Representative 1, G-11, Call Center Representative 1, G-9, Motor Vehicle Representative 1, G-9).
• Reinstatement Under Rule 5.4: Previous permanent New York State employees who resigned may be reinstated to their former positions or to positions to which they were eligible for transfer or reassignment without further examination. Employees separated from their positions may be reinstated within one year of separation. Employees separated for more than one year may be reinstated upon approval by the state Civil Service Commission.

Pay

The starting salary for the Administrative Assistant Trainee 1 is $40,391 per year (CSEA salary grade 8). This position requires the completion of a two-year traineeship:

• After successful completion of the first year, the appointee advances to Trainee 2 level (starting salary of $45,081, salary grade 10).
• Completion of the second year results in permanent advancement to Administrative Assistant 1 (starting salary of $47,695, salary grade 11).

Candidates may be eligible for appointment directly to the Trainee 2 or full performance level. Employees at the Administrative Assistant 1 level will be eligible to participate in the New York State Performance Evaluation Program, receiving yearly performance evaluations.