NY HELP Yes

Agency Homes and Community Renewal

Title Administrative Assistant 1 (NY HELPS)

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 11

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $46306 to $56743 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 38-40 State Street, Hampton Plaza

City Albany

State NY

Zip Code 12207

Duties Description Role: The Administrative Assistant fulfills the organizational, process, and operational needs that are critical to the efficient operation of the NYS Weatherization Assistance Program (WAP)Typical Duties:• The Administrative Assistant will assist in administrative duties for Central office staff and the Program at large, including: o Acquire a basic understanding of the Weatherization program through DOE Handbooks & Notices, in-house staff training, available trainings, etc.o Operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions. o Open, read, route, and distribute all incoming mail or other materials.o Answer routine phone inquiries and/or route to appropriate program unit supervisor.o Monitor and respond to public inquires in the Weatherization mailbox.o Coordinate communication on behalf of WAP program; distribute newsletter and assist with gathering content.o Develop standard responses to frequently asked questions.o Coordinate with ITS regarding computer issues. o Maintain inventory and ordering office supplies and equipment. o Manage files, maintain, and organize filing system(s) for electronic and paper documents. o Manipulate/compile documents or forms in Adobe Acrobat Pro.o Draft and edit reports, collect, and enter data, and maintain files; maintain spreadsheets.o Learn to utilize Weatherization data systems; perform basic data searches and analysis upon request; maintain strict confidentiality of all data.o Draft and edit WAP internal and external correspondence as requested. o Maintain current templates and forms used by the unit. o Maintain efficient workflow. o Assist in formatting/processing documents and updating manuals. o Convert documents into electronic files as needed. o Schedule meetings, trainings, and other events on behalf of staff; reserve conference rooms, promote attendance, track RSVPs, etc.; create meeting agendas, compose, and distribute meeting notes, correspondence, and reports.o Act as a proxy to complete and submit travel requests and/or expense reports in SFS as requested for program management staff to allow for consistent submissions, timely processing and to allow more time for supervision of program objectives.

Minimum Qualifications QUALIFICATIONS: 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.At a future date, 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 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: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.MQ 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. Successful completion of the traineeship requires taking eight courses in the following competencies: Professionalism and Self-Management, Verbal and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.COMPETITIVE MINIMUM QUALIFICATIONS:Must be reachable on the New York State Civil Service eligible list.70.1 TRANSFER QUALIFICATIONS:One year of permanent or contingent permanent service in an eligible title for transfer determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title is transferrable.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments Please provide a current resume (and typing test results if they are from within the past five years). Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please indicate the location of the position and paste the job duties into your reply.**PLEASE NOTE: If you are brand new to state service, you will start at the hiring rate of this position which is $46,306.NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

Some positions may require additional credentials or a background check to verify your identity.

Name HR

Telephone

Fax

Email Address job.opportunities@hcr.ny.gov

Address

Street 38-40 State St.

Room 2N

City Albany

State NY

Zip Code 12207

Notes on Applying Please provide a current resume (and typing test results if they are from within the past five years). Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please indicate the location of the position and paste the job duties into your reply.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.**PLEASE NOTE: If you are brand new to state service, you will start at the hiring rate of this position which is $46,306.NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.