Administrative Assistant 1/Trainee 1/2 (NY HELPS)

NY HELPS – New York Hiring for Emergency Limited Placement Statewide Program. This title may be filled via a non-competitive appointment; candidates must meet the minimum qualifications. After one year of permanent service, non-competitive status will convert to competitive status.

Schedule

• Full-time, permanent contingent appointment
• 40 hours per week, Monday–Friday
• Workday: 6 AM to 6 PM (no flextime, no compressed workweek, no mandatory overtime)
• Telecommuting allowed

Location

Taberg Residential Center, 10011 Taberg Florence Road, Taberg, NY 13471 (Oneida County)

Duties

• Review incoming correspondence and draft responses where appropriate
• Review outgoing correspondence for grammar, spelling, and formatting
• Research background information for the Statewide Central Register of Child Abuse and Maltreatment (SCR)
• Transmit instructions to staff and conduct follow-up
• Handle telephone calls and visitors; respond to questions
• Coordinate and arrange meetings
• Establish office procedures
• Set up and maintain office filing systems (including electronic), archiving, and purchasing
• Resolve day-to-day operational problems
• Coordinate information flow by acting as liaison among key executives, staff, other employees, and the public
• May supervise clerical staff

Requirements

Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer.

Traineeship: A two-year traineeship (Administrative Assistant Trainee 1 & 2, Grade 8 and 10) leading to Administrative Assistant 1, Grade 11. Trainees must complete four mandatory courses in the first year and four elective courses in the second year in four competency areas through the CSEA Partnership or equivalent agency-approved offerings. Successful completion of all courses is required before advancing to Administrative Assistant 1, Grade 11.

Open to the Public (NY HELPS):

• Administrative Assistant Trainee 1: Six months of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration.
• Administrative Assistant Trainee 2: One year of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration.
• Administrative Assistant 1: Two years of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration. Certification (e.g., IAAP Certified Administrative Professional) or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

This position may be designated 55b/c and is subject to verification of applicant eligibility.

Pay

Salary range: $40,625 – $60,467 annually (Grade 11)

Background Investigation

• All prospective employees will undergo a Criminal Background Check (CBC), including State and federal Criminal History Record Checks. Convictions must be reported; felony or misdemeanor convictions or falsified/omitted information may bar appointment or result in removal.
• Fingerprinting required to obtain criminal history records; fees may apply.
• Screening against the Statewide Central Register of Child Abuse and Maltreatment (SCR); fees may apply.
• For Division of Juvenile Justice and Opportunities for Youth (DJJOY) appointees: verification against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Individuals found responsible for serious or repeated acts of abuse or neglect will be barred from appointment.