THE NEW YORK STATE EDUCATION DEPARTMENT
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 (NYSED) Office of Education Policy is seeking candidates for an Administrative Assistant 1 position in the Office of Information and Reporting Services (IRS). This Office is responsible for the collection and reporting of student and educator data for school districts, public schools, charter schools, and nonpublic schools in New York State. The incumbent of this position will ensure the efficient operation, maintain efficient workflow, establish, and implement policies and procedures by performing a wide range of administrative tasks related to resolution of day-to-day operational needs. Duties of this position include, but are not limited to, the following:
- Respond to a high volume of telephone calls, voice mail messages and emails, to effectively manage inquiries, provide publicly available information, and answer routine customer help desk questions;
- Utilize databases, spreadsheets, and other computer technology applications to track, manage, distribute, and maintain records, files, mail, and data to assist office staff;
- Design and implement electronic filing systems to support information gathering, organization, coordination, preparation and completion of reports, expedite and follow up on work projects, and ease the retrieval of materials by office and professional staff;
- Schedule meetings, both virtual and in person, using technology such as WebEx and Microsoft Teams, to coordinate and facilitate the scheduling of meetings for clients, customers, or supervisors;
- Coordinate conferences, meetings, or special events for staff by making travel arrangements and processing travel expense reports;
- Operate office equipment such as printers, scanners, and copiers, arranging for repairs when equipment malfunctions; and
- Provide administrative support services and assistance to staff, including the editing, reviewing, and formatting of written documents in accordance with agency procedures.
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.
This will be a contingent 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.
All NYSED employees must be vaccinated against COVID-19 or submit to mandatory weekly testing for COVID-19.
* 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.
Qualified candidates should send a resume and letter of interest by January 18, 2022 to P12jobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (P12-2071/40747) in the subject line of your email and cover letter to ensure receipt of your application. Your social security number may be required to confirm your eligibility.