NY HELP Yes Agency Education Department, State Title Administrative Assistant 1, Administrative Assistant Trainee 1 (NY HELPS), Box OCE-1439/26112 Occupational Category No Preference 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 Office of Cultural Education NYS Archives City Albany State NY Zip Code 12234 Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education is seeking candidates for an Administrative Assistant 1 position in the New York State Archives, Government Records Services (GRS) Division. GRS, consists of Local Government Records Service, State Agency Services, including the State Records Center, Digital Records Services, and the Grants Administration Unit. GRS staff work with local governments and State Agencies to help them manage their records and information and, in the case of State Agencies, to see that their records are scheduled, appraised, and that permanent records are transferred to the State Archives. GRS provides a portfolio of services, publications, training, and grants to local governments and state agencies. Many of these are available on our website: http://www.archives.nysed.gov/The Administrative Assistant I position supports and facilitates the work of departmental staff. The Administrative Assistant will oversee travel paperwork, manage stocktaking, and place orders for supplies and equipment, assist with recruitment paperwork, and collaborate with Administrative Assistants in our Archival Services unit, the State Museum and State Library. The role involves daily SFS transactions and collaborates closely with colleagues to make sure required filings are submitted and approved on time. Under the direction of the Director, Government Records Services, the duties of this position include, but are not limited to, the following:• Support departmental purchasing; enter data in FTS; generate forms; reconcile entries;• Answer departmental phone as part of a phone rotation and direct calls as necessary;• Responsible for stocktaking and ordering office supplies;• Maintain membership roster for advisory council and assist with meeting preparation.• Serve as a key user for the SEDREF system, which is the State Education Department’s (SED) authority file of its customers;• Assist with updating and maintaining departmental information systems, including Nutshell, our customer relations management system;• Assist with the retention and disposition of departmental records;• Assist the Grants Administration Unit and State Records Center during peak times; and • Participate in the staffing of the Archives public registration desk, check IDs, and assist researchers to register to use the records and special collections. Minimum Qualifications MINIMUM QUALIFICATIONS: 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 (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.NON-COMPETITIVE MINIMUM QUALIFICATIONS: To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications 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. • 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. • 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. ** 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.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.PROMOTION: Current NYSED State employees must have one year of permanent competitive or 55-b/c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at, https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm.COMPETITIVE MINIMUM QUALIFICATIONS:Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11.Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter. Section 70.1 Transfer to Administrative Assistant 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework. Successful completion of an appropriate keyboarding test will be required for all candidates unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test is required.Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework to qualify for transfer. Successful completion of an appropriate keyboarding test will be required for all candidates unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test is required.Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework to qualify for transfer. Successful completion of an appropriate keyboarding test will be required for all candidates unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test is required.For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfmIt 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. Additional Comments CONDITIONS OF EMPLOYMENT: This will be a permanent, competitive appointment or a permanent, non-competitive appointment. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of work experience and/or completed coursework will be required for all candidates at the time of interview. Successful completion of an appropriate keyboarding test will be required for all candidates unless candidates demonstrate previous service in a competitive title for which passing a keyboarding test is required. This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office.This position may be filled as a traineeship. The starting salaries for this position are outlined below. For current New York State employees, salary is based on the candidate’s salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary. Current starting salaries:• $39,215 (Trainee 1- NS equated to SG-08)• $43,768 (Trainee 2- NS equated to SG-10)• $46,306 (Full Performance level SG-11)This position leads to a maximum salary of $56,743 based on annual performance advances and traineeship advances. APPLICATION: Qualified candidates should send a resume and letter of interest by February 20, 2025 to OCEJOBS@nysed.gov. Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1439/26112) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records. Interested in a job with New York State, but don’t know where to start? Visit these links for information on working for New York State: • https://www.cs.ny.gov/jobseeker/ • https://www.cs.ny.gov/pio/publications/gettingajob.pdfGenerous benefits of working for New York State, including, but not limited to, the following:Holiday & Paid Time Off• Thirteen (13) paid holidays annually.• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service. • Five (5) days of paid personal leave annually.• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C. • Annual professional leave and educational leave opportunities for eligible staff.Health Care Benefits• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.• Family dental and vision benefits at no additional cost.Additional Benefits• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.• Paid Parental Leave for all employees and Paid Family Leave (M/C Only). • Public Service Loan Forgiveness (PSLF).• Eligibility for various life insurance options. Some positions may require additional credentials or a background check to verify your identity. Name Office of Human Resources Management Telephone (518) 474-5215 Fax (518) 486-5631 Email Address ocejobs@nysed.gov Address Street NYS Education Department 89 Washington Avenue, OHRM, Room 528 EB City Albany State NY Zip Code 12234 Notes on Applying APPLICATION: Qualified candidates should send a resume and letter of interest by February 20, 2025 to OCEJOBS@nysed.gov. Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1439/26112) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.