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 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), 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, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
Administrative Assistant Trainee 1: High school or high school equivalency diploma. Administrative Assistant Trainee 2: High school or high school equivalency diploma; and 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 management of an office. Administrative Assistant 1: High school or high school equivalency diploma; and 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 management of an office. Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1.
Eligible List Appointment: 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 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.
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.
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 the Civil Service Career Mobility Office Website.
Provisional Appointment to Administrative Assistant Trainee 1: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must be a current New York State Education Department employee AND have one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at,
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. Duties Description 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 Accountability's (OA), Office of ESSA-Funded Programs. The Office of ESSA-Funded Programs is responsible for the implementation of eight different programs funded under the federal Elementary and Secondary Education Act (ESEA) which generate approximately $1.4 billion in federal aid to New York State. Duties of this position include, but are not limited to, the following:
Establish office procedures related to answering phones, processing of mail, and the coordination of information flow; Administer customer service requirements, this includes responding to and directing phone calls and sorting email from the generic email box to the appropriate professional or office; Perform basic office administrative tasks such as collecting, opening, stamping, and sorting mail, maintain an efficient filing system for program budgetary needs, and complete all keyboarding, copying, faxing oriented duties; Complete procurement and requisition requests; Complete the Statewide Financial System Travel entry process for the Director and Supervisors within the office; Provide assistance and secretarial support to all program staff; including Titles I, II, IV and V as needed; Deliver and pick-up twice daily, work related items from the Commissioner's Office, Grants Finance Unit, and deliver travel paperwork to Fiscal Management; Create and maintain tracking system for management decisions; Support office staff and ensure personnel is properly informed of office procedures; and Exhibit professionalism, confidentiality, self-initiative, and self-management skills. Additional Comments CONDITIONS OF EMPLOYMENT: This will be a permanent, competitive appointment or a permanent non-competitive appointment. 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. This may be a temporary provisional appointment. Provisional candidates must take the examination for Administrative Assistant 1 when it is next offered and must be reachable on the resulting eligible list to maintain employment.
This position may be filled as a traineeship. The starting salaries for this position are outlined below. For current New York State employees, salary 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 to advance to the full performance level title and salary.
$38,073 (Trainee 1- NS equated to SG-8)$42,493 (Trainee 2- NS equated to SG-10)$44,957 (Full Performance level SG-11) This position leads to a maximum salary of $55,093 based on annual performance advances and traineeship advances.
APPLICATION: Qualified candidates should send a resume and letter of interest by February 26, 2024 to (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (P12-2395/08005) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.
New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.
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Generous benefits of working for New York State, including, but not limited to, the following:
Holiday & Paid Time Off
Thirteen (13) paid holidays annually. Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service. Five (5) days of paid personal leave annually. Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C. Annual professional leave and educational leave opportunities for eligible staff. Health Care Benefits
Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs. Family dental and vision benefits at no additional cost. Additional Benefits
Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply). NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan. Paid Parental Leave for all employees and Paid Family Leave (M/C Only). Public Service Loan Forgiveness (PSLF). Opportunities for telecommuting. Eligibility for various life insurance options.
