Administrative Assistant 1, Administrative Assistant Trainee 1 (NY HELPS), Box EXEC-275/27610

Job Description

The New York State Education Department's (NYSED) Office of Counsel is seeking candidates for an Administrative Assistant 1 position. Duties of this position include, but are not limited to, the following:
• Assist with processing requests for Commissioner's consent to file corporate documents with the New York State Department of State by, but not limited to, preparing files and documents received from the public for the reviewing attorneys; updating and maintaining request records; preparing Department correspondence and program office referral memos as requested by reviewing attorney; processing request fees; and providing staff and the general public with status updates and general information regarding new and existing requests;
• Process requests for certificates of existence for all education corporations, including charter schools;
• Maintain the office databases, including those used to track litigation, appeals, legislation, ethics and subpoenas;
• Assist other administrative office staff as needed by answering and redirecting phone calls, covering administrative office duties on a rotational basis and participating effectively in assigned Office of Counsel team projects;
• Assist attorneys with record retrieval for Freedom of Information Law (FOIL) requests for consent and/or education corporation files and preparing for review and completion in accordance with applicable laws and regulations;
• Assist the front office, when necessary, by opening/distributing office-wide mail;
• Assist with the ordering of office supplies/equipment; and
• Complete special projects as assigned

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. 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. 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 *
*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.
PROMOTION: Current [NYSED] State employees must have ONE year of permanent competitive or 55-b/55-c service as an Office Assistant 2 (keyboarding).
COMPETITIVE MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as a(n) Administrative Assistant 1, SG-11, or Secretary 1.
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 SALARY GRADE 9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory elective core coursework.
Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SALARY GRADE 6 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SALARY GRADE 8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
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.cfm
55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and meet the minimum qualifications.

Requirements

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. 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. 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 *
*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.
PROMOTION: Current [NYSED] State employees must have ONE year of permanent competitive or 55-b/55-c service as an Office Assistant 2 (keyboarding).
COMPETITIVE MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as a(n) Administrative Assistant 1, SG-11, or Secretary 1.
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 SALARY GRADE 9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory elective core coursework.
Section 70.1 Transfer to Administrative Assistant Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SALARY GRADE 6 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Assistant Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SALARY GRADE 8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.
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.cfm
55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and meet the minimum qualifications.