Administrative Assistant 1/Trainee 1/2 (NY HELPS) - Central Regional Business Office

About the role

Under the supervision of the Administrative Specialist 2, SG-23, the Administrative Assistant 1, SG-11 will be assigned to the Central Regional Business Office within Clark Reservation State Park and will provide critical administrative, clerical, and operational support. The incumbent will serve as a primary administrative contact, ensuring smooth workflow and effective office operations.

Responsibilities

• Answer phone lines, triage public and interagency inquiries, greet visitors, and direct calls to appropriate staff.
• Maintain electronic and physical filing systems, record tracking databases, and confidential archives.
• Input, retrieve, and monitor data across agency-specific databases and statewide management systems.
• Process and audit employee travel vouchers and expense reimbursements.
• Serve as primary point of contact for state travel card transactions.
• Review, audit, and process all regional utility payments.
• Reconcile procurement card purchases, verify supporting receipts against state procurement rules, and process transactions within the Statewide Financial System (SFS).
• Prepare, enter, and process journal vouchers and refunds of appropriations.

Requirements

If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:

NY HELPS or 55-b/c 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:

• Administrative Assistant Trainee 1 (Non-Statutory Equated To SG-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. To be advanced to the full performance level, you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1 level, you will automatically advance to Trainee 2.
• Administrative Assistant Trainee 2 (Non-Statutory Equated To SG-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. To be advanced to the full performance level, you must successfully complete a set training and development program. 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.
• Administrative Assistant 1, SG-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.

Substitution: 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.

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 in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to the full title. The courses are offered to CSEA employees through the New York State & CSEA Partnership and can be completed either through classroom or online training and webinars.

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 HELPS qualifications listed above.

Reassignment Qualifications

You must be a current New York State Office of Parks, Recreation and Historic Preservation (OPRHP) employee with one year of permanent, competitive, or 55-b/55-c service as an Administrative Assistant 1/Trainee 1/2.

70.1 Transfer Qualifications

At least one year of permanent or contingent-permanent qualifying service as a Grade 6 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position. Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

Subsequent 55-b/c Qualifications

A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.

52.7 Non-competitive (NCP) Qualifications

One year of permanent competitive, non-competitive NY HELPS, or 55b/c service as an Office Assistant 2 Keyboarding, SG-9 or an Office Assistant 2 (Keyboarding) Spanish Language. Note: In order to be considered for appointment via non-competitive promotion, candidates serving in the established promotion field must not have failed the last two holdings of the Administrative Assistant 1 promotion exam.

Provisional Qualifications

In the absence of an eligible list(s) with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet the following minimum qualifications:

Substitution: 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.

NY HELPS Program

For the duration of the NY HELPS Program, this title may be filled via a permanent non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. Employees hired under NY HELPS will have their non-competitive employment status converted to competitive status within one year of permanent appointment, without having to compete in an examination.

Skills

Must be proficient in Microsoft Office programs including Outlook, Word, and Excel.

Preferred Qualifications

Experience with the Statewide Financial System (SFS).

Pay

• Administrative Assistant Trainee 1, NS=8: $40,391 - $49,743
• Administrative Assistant Trainee 2, NS=10: $45,081 - $55,322
• Administrative Assistant 1, SG-11: $47,695 - $58,447

Benefits

Generous benefits package, worth approximately 65% of salary, including:

• Paid Time Off: 44 days (13 Vacation days, 13 Sick days, 5 Personal Leave days, 13 Holidays).
• Health Care Benefits: Eligible employees and dependents can pick from a variety of affordable health insurance programs. Family dental and vision benefits at no additional cost.
• Additional Benefits:
  • New York State Employees’ Retirement System (ERS) Membership
  • NYS Deferred Compensation
  • Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
  • Public Service Loan Forgiveness (PSLF)
  • Paid Parental Leave

Learn more about our benefits for permanent state employees: https://parks.ny.gov/employment/benefits.aspx