Administrative Assistant 1/Trainee

Minimum Qualifications

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated To SG-8)

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. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.

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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), itis 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.

Competitive Minimum Qualifications

Administrative Assistant Trainee 1, NS (Equated to SG-8): One year of permanent-competitive or 55B/C service in a title SG-6 or higher and otherwise eligible for transfer. *

Administrative Assistant Trainee 2 (NS, Equated to SG-10): One year of permanent-competitive or 55B/C service in a title SG-8 or higher and otherwise eligible for transfer. *

Administrative Assistant 1, SG-11: Permanent service in an Administrative Assistant 1 (formerly known as Secretary 1) title OR one year of permanent-competitive or 55B/C service in a title SG-9 or higher and otherwise eligible for transfer. *

• A list of titles eligible for 70.1 transfer may be found here https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm
  
  

Provisional/Non-Competitive Promotion: Must be a current New York State Division of Criminal Justice Services employee AND have one year of permanent competitive or 55-b/55-c service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are listed at: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

Provisional candidates must take the examination for Administrative Assistant Trainee 1 when it is next offered and must be reachable on the resulting eligible list to maintain employment.

A permanent appointment pursuant to Section 52.7 of Civil Service Law may be possible if there are three or fewer current DCJS employees meeting the above provisional promotional qualifications that are interested in this position.

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.

Duties Description

The Administrative Assistant trainee is assigned to the Program Services Unit within the Office of Public Safety and reports to a Public Safety Program Specialist. Duties include but are not limited to:

• Reviews and enters training records into various database systems;
• Provide phone coverage and answer technical questions related to various OPS programs;
• Handle incoming correspondence for the unit and determining appropriate action;
• Prepare program letters and reports for review and dissemination;
• Draft training program announcements, track registrations and enter documentation into various office systems;
• Gathers, maintains and produces statistical information related to work productivity using standard data entry protocols and systems;
• Produces basic reports and other documentation using word processing methods for use in reports to supervisors;
• Prepares and maintains files for all training conducted by the unit;
• Administers unit travel credit card transactions and statements;
• Assists in development of spending plans and unit budget documents;
• Assists in development of unit training program scheduling and tracking;
• Assists in the preparation of monthly reports;
• Assists in the planning and delivery of statutorily required meetings;
• Responds verbally and via e-mail to inquiries from customers related to work assignments;
• Answers inquires related to training records, training programs and/or training materials;
• Opens and distributes mail; answers telephone and perform special duties as required.
• Perform other duties as directed by the Public Safety Program Specialist.
• Approximate 2% travel is required.
  
  

Additional Comments

NOTE: Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas, through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11. Completion of coursework is not required for appointment to the Trainee 1 level.

Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam prior to appointment. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy within 5 minutes.

• A list of titles eligible for 70.1 transfer may be found here https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm
  
  

An employee telecommuting program is available.

Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity and Inclusion Unit at [email protected] or (518) 485-1704.