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THE NEW YORK STATE EDUCATION DEPARTMENT
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Administrative Assistant 1, Grade 11 (CSEA-Admin)

Administrative Assistant Trainee 1, NS (equated to SG-08)

(Open to Current NYS employees only)

The New York State Education Department’s (SED) Office of the Professions (OP) is seeking candidates for an Administrative Assistant 1 position in the Division of Professional Licensing Services (DPLS). This office is responsible for implementing a new enterprise e-licensing system, which will improve customer service to individuals and businesses in New York State. Duties of the position include, but are not limited to, the following:

  • Provide support to program managers in the oversight of existing DPLS processes across all functions;
  • Provide support to DPLS staff in their use of a new E-Licensing system and the existing TRIM Document Management system;  
  • Assist managers in analyzing the new E-Licensing project and existing TRIM Document Management system through a review of related documents, on-site observations, and interaction with program staff, and serve as a resource to other staff;
  • Assist program liaisons who complete fiscal and human resources functions with the preparation of personnel transactions, staffing recruitments and administrative duties associated with time and attendance, performance plans and employee evaluations;
  • Prepare written materials and reports and respond to correspondence from internal and external sources;
  • Review, compile data and prepare reports and recommendations about work problems;
  • Design, revise and control the use of program area forms; and
  • Supervise support staff, as required.   
Minimum Qualifications: 

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.

Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Secretary 1 eligible list.  If you are on the eligible list for Secretary 1, you may receive a canvass letter. You must complete and return the canvass letter as instructed.

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**.  For information regarding the transfer options of your current title, please visit Civil Service Career Mobility Office Website.

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.  For information regarding the transfer options of your current title, please visit Civil Service Career Mobility Office Website.

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 core coursework**.  For information regarding the transfer options of your current title, please visit Civil Service Career Mobility Office Website.

Conditions of Employment: 

This will be a permanent 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 was required.

This position may be filled as a traineeship. The salary above applies to candidates appointed to Administrative Assistant 1, SG-11. The salary for candidates appointed to Administrative Assistant Trainee 1 starts at $34,831 and, for current New York State employees, 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 in order to advance to the journey level title and salary. Failure to complete the requisite courses prior to the completion of the Administrative Assistant Traineeship will result in removal from employment.

*Leads to a maximum salary of $51,410 upon completion of traineeship and through annual performance advances.

**Administrative Assistant Traineeship Coursework Requirements: Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative core competencies: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management; Verbal and Written Communication.  Candidates appointed to Administrative Assistant Trainee 1 must complete one mandatory course in each of the core competencies within one year of appointment.  The mandatory courses are Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing.  Advancement from Administrative Assistant Trainee 1 to Administrative Assistant Trainee 2 is contingent upon completion of one year of permanent competitive or 55b/c service as an Administrative Assistant Trainee 1 and completion of the four mandatory courses.  Candidates appointed to or advanced to Administrative Assistant Trainee 2 must complete one elective course in each of the core competencies prior to the completion of the Administrative Assistant Traineeship.  Advancement from Administrative Assistant Trainee 2 to Administrative Assistant 1 is contingent upon completion of the requisite courses.  Failure to complete the requisite courses prior to the completion of the Administrative Assistant Traineeship will result in removal from employment.

Application: 

Qualified candidates should send a resume and letter of interest by July 26,2021 to opjobs@nysed.gov (email submissions are preferred).  You must include the Box number (OP-1351/20063) in the subject line of your email and cover letter to ensure receipt of your application. In order to qualify for the position when you have current or prior New York State employment, you may be contacted by SED Personnel for your social security number to confirm your State employment history.

Location: 
Albany
Grade Level: 
Grade 11
Negotiating Unit: 
CSEA-Admin
Salary: 
$41,953
Box #: 
OP-1351/20063
Deadline Date: 
Monday, July 26, 2021
Email Address: 
Office: 
Office of the Professions

Office Information

Office of Human Resources Management
NYS Education Department
89 Washington Avenue, Room 528 EB
Albany, NY 12234
Fax (518) 486-5631

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An Affirmative Action/Equal Opportunity Employer