Administrative Assistant 1 / Trainee 1-2 – Vacancy permanent

Duties Description The Administrative Assistant 1 supports routine administrative needs of the Education, Outreach
and Policy Unit within the Division of Consumer Protection.
Under the general direction of the Division Director and the immediate supervision of the
Education, Outreach and Policy Unit Director, the Administrative Assistant 1 will be responsible
for the following:

Division Communication Coordination
• Answer the Division telephone line, process and distribute mail, send and receive faxes.
• Produce and manage Division correspondence.
• Schedule meetings, videoconferences and conference calls.
• Manage inquiries and their referral to appropriate staff.
• Make travel arrangements, obtain approvals and prepare vouchers.
• Coordinate with other departments, as necessary.
• Perform additional duties as assigned.

Develop and revise Division work methods, as needed
• Organize the flow of paper in the office.
• Based on personal observations of the need for procedural changes or modifications in
the office, implement or suggest new or revised procedures.
• Develop, maintain and update office procedure manuals.
• Review forms used by the organizational unit, suggest changes and draft new forms.
• Orient staff to office and agency procedures.
• Assist with DCP library/archive maintenance and updates

Assist the Education, Outreach and Policy Unit
• Support the day-to-day administrative needs of the Citizen Service Representatives and
the Unit’s Director.
• Generate and maintain electronic files, including contact lists, event metrics, and
presentation and publication data.
• Monitor DCP outreach inbox for event requests and disseminate to appropriate team
members.
• Create travel and expense reports for the Education, Outreach and Policy Unit.
• Assist with OEP giveaway and material inventory management and distribution.
• Edit, format, proofread and review documents.
• Update and maintain reference guides and materials.

Minimum Qualifications COMPETITIVE MINIMUM QUALIFICATIONS:
Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-6 or higher and otherwise eligible for transfer under Civil Service Law.

A list of titles approved for transfer is available through Civil Service GOT-IT at

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 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
The minimum qualifications for Non-Competitive appointment are:

Administrative Assistant Trainee 1:
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.

To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2:
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. To be advanced to the full performance level of this title 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:
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.
Or

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.

If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.
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.

55 B/C Appointment:
This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.

If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.

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.

KEYBOARDING EXAM QUALIFICATIONS:
Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy by completion of probation.

Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need.

If you have a disability or special need that requires accommodation, please send a request to …@dos.ny.gov.

NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.

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

Name Human Resources / RC

Telephone 518-###-####

Fax 518-###-####

Email Address …@dos.ny.gov

Address

Street 99 Washington Ave

Suite 1150

City Albany

State NY

Zip Code 12231

Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, resume, degree/transcript, and New York State Part 1 Application ( to …@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.

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