The duties that the incumbent of the vacancy will be expected to perform. Duties Description The duties of this position will include but are not limited to the following: • Answers telephone and provide information to callers, takes messages, and transfers calls to appropriate individuals. • Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.• Tracks and coordinates Work Orders. • Sets up and manages paper and electronic filing systems.• Uses various information technology applications such as email, database, spreadsheets and word processing applications.• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.• Creates, maintains, and enters information into spreadsheets and databases.• Maintains scheduling and calendars. Schedules and confirms appointments for Work Orders and vehicle/equipment repairs.• Make travel arrangements for staff. Creates and/or submits travel expense reports for staff.• Completes forms in accordance with agency procedures.• Make copies of various documents, places them in proper files, and distributes them to appropriate staff. Locates and attaches appropriate files to incoming correspondence requiring replies.• Composes, types, and distributes meeting notes, correspondence, and reports.• Searches for information using various sources including the internet.• Manages projects or contributes to committee or teamwork.• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.• Orders and distributes supplies. • Establish work procedures or schedules and keeps track of the daily work of clerical staff.• Supervise other clerical staff and provide training and orientation to new staff.
The minimum qualifications required for this vacancy. Minimum Qualifications 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. The qualifications are: 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 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 (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 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, 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 associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.Please note: Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG\-8, and Administrative Assistant Trainee 2, NS equated to SG\-10 leading to Administrative Assistant 1, SG\-11\). 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 of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA employees through the New York State \& CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1\.For more information about the Administrative Assistant Traineeship, including the course requirements, please visit: https://nyscseapartnership.org/administrative\-assistant\-traineeship.
Additional comments regarding the vacancy. Additional Comments OPERATIONAL NEEDS: • Must possess and maintain a valid NYS driver's license as a term and condition of employment. • Must possess excellent communication, supervisory, customer service, and organizational skills.• Must possess computer skills to include knowledge of Microsoft Word, Excel, and Outlook.• Must have experience with data entry.ADDITIONAL COMMENTS: The CSEA contracts allow for salary protection for seasonal / hourly employees who are appointed to permanent graded positions with lower hiring rates under certain circumstances. We encourage OPRHP seasonal / hourly applicants to check in with your Regional Business Office Administrator to inquire about the potential impact on your salary.Depending on each applicant's experience and/or education and current salary, if employed by New York State already, the appointment may be made to the Administrative Assistant Trainee 1, Administrative Assistant Trainee 2, or the Administrative Assistant 1 titles. Included below is a breakdown of the salary at each level of the traineeship.Administrative Assistant Trainee 1, NS\=8: $40,391 \- $49,743Administrative Assistant Trainee 2, NS\=10: $45,081 \- $55,322Administrative Assistant 1, SG\-11: $47,695 \- $58,447BENEFITS: Generous benefits package, worth approximately 65% of salary, including: Paid Time Off: • CSEA: 44 days \- 13 Vacation days, 13 Sick days, and 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 costAdditional 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 LeaveLearn more about our benefits for permanent state employees, visit: https://parks.ny.gov/employment/benefits.aspx\*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. At a future date (within one year of permanent appointment), 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.Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered\-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered\-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025\. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover\-in.Additional location pay is available for the following counties: Bronx, Kings, Nassau, NYC\-Manhattan, Queens, Richmond, Rockland, Suffolk, and Westchester, Dutchess, Orange, and Putnam.This position may require a background check and/or medical exam prior to appointment.
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