Job title: Administrative Assistant 1, Trainee 1/2 (NY HELPS) Vacancy ID
Company: New York State
Job description: Duties Description The Administrative Assistant 1, Trainee 1-2 duties in Division of Buildings Standards & Codes will include but are not limited to the following:
- Receive complaints by mail, email, and fax.
- Upload new complaints and supplemental information into tracking database.
- Draft and send letters verifying the complaint was received.
- Notify appropriate Code Compliance Specialist 2 or Program Manager when new complaints are received.
- Receive voicemail messages and return call and/or forward to appropriate staff.
- Assist in maintaining documents for paper file system.
- Assist with spreadsheet data entry and compiling data.
- Monitor Oversight Services Unit (OSU) mail.
- Reply to general questions on how to file complaints.
- Forward complex inquiries to OSU staff.
- Assist with records retention and organization.
- Answer basic complaint questions.
- Assist OSU staff in creating letters, sending correspondence as needed to individuals.
- Review and organize case folders and documents.
- Greet visitors when necessary.
- Conduct certification checks on subject individuals.
- Verify annual training and ensure consent order requirements are fulfilled.
- Assist in the management of revocation documents with Education Unit.
- Acquire certification necessary to obtain basic knowledge concerning code enforcement and their function.
- Participate in OSU trainings and meetings.
- Generate letters utilizing templates for complaints at direction of Investigator 2 and Code Compliance Specialist 2 including Notices of Determination of Discontinuance.
- Email or mail letter to appropriate persons.
- Request, receive and upload 1203 and 1204 annual reports into complaint files.
- Manage and request supplies when needed.
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 https://careermobilityoffice.cs.ny.gov/cmo/gotit/.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.
OrCertification (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 HRM.Recruitment@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.
Expected salary: $39215 – 56743 per year
Location: New York City, NY
Job date: Sun, 23 Mar 2025 05:14:42 GMT
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