NY HELP Yes

Agency Addiction Services and Supports, Office of

Title Administrative Assistant 1 (NY HELPS - Formerly Secretary 1)

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 11

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $39215 to $56743 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Monroe

Street Address 200 Canal View Blvd, suite 102

City Rochester

State NY

Zip Code 14623

Minimum Qualifications Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.**Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 starting salary & Administrative Assistant Trainee 2, NS=Grade 10 starting salary) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each 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, G-11.NY HELPSThis 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. 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 for Administrative Assistant Trainee 1 are: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.Candidates who have not previously held a typing title will have to compete in a five-minute typing performance test, typing at the rate of at least 35 words per minute with at least 96% accuracy, or provide acceptable documentation/proof of this typing proficiency within the past five years.

Duties Description While this position is located in the Rochester Regional Office, the incumbent will be providing administrative support across two Regional Offices – the Rochester Regional Office as well as the Buffalo Regional Office.• Type or proofread letters, memos, reports and charts for Regional Coordinator and other staff using various computer software.• Maintain office filing system. Create new files, retain files as per State requirements, purge and dispose of as appropriate.• Prepare budget books for Program Performance Review which include provider budget outlines, performance information and local governmental unit report cards, discharge records.• Open, stamp, review, sort and distribute all incoming mail to appropriate staff, flagging items of importance. Review outgoing correspondence. Prepare outgoing mail and send via appropriate service (U.S. Mail, UPS, Fed Ex).• Receive all visitors and phone calls to the Regional Office. Provide information, when possible, route individuals needing more information to appropriate source. • Maintain Regional Coordinator's calendar. Schedule meetings, workshops and conferences to be conducted by Regional Office staff. Conferences include hotel reservations, conference room reservations, train reservations, etc. • Assist Regional Coordinator with purchasing supplies and equipment. o Submit purchase request forms for items needed that are not available in the storeroom. Purchases items after approval is received. Submits required paperwork on receiving. Reconciles all purchases in SFS and on the Citi Bank website. • Assist Regional Office staff with setting up Video Conferences, meetings and trainings.o Reserves the video conference equipment. Sends out invitations to meetings, training, etc. Collects RSVPs as necessary. • Handles all IT, phone, copier and equipment related issues.o Supports program managers and regional coordinator with IT issues. Ensures all equipment is up to date and functioning properly, addresses Xerox copier needs, contacts Office Services for with issues or needs for maintenance. Maintain equipment inventory. • Maintain function of Regional Office State vehicles o Routine driving to maintain batteries.o Scheduling appointments for car maintenance and taking vehicles to complete these appointments.• Assist Regional Coordinator with work logs, office days. o Request new and completed worklogs from staff.o Maintain schedule of staff “in office” days for Regional Coordinator.

Additional Comments OASAS recognizes the value that different people, perspectives and cultures bring to the agency. We strive to create an inclusive culture that uplifts and supports our staff, fostering a sense of belonging in the workplace. Individuals with lived substance use and/or gambling experience are encouraged to apply. New York State OASAS is an equal opportunity employer and provides opportunity for all regardless of race, gender, religion, national original, sexual orientation, gender identity, age, veteran status, ability, or any other protected class. OASAS encourages people with disabilities to apply. If you need a reasonable accommodation at any point in the application or hiring process, please reach out to Accessibility@oasas.ny.gov.

Some positions may require additional credentials or a background check to verify your identity.

Name Bureau of Human Resources Management

Telephone (518) 457-2963

Fax (518) 457-4880

Email Address Recruitment@oasas.ny.gov

Address

Street NYS Office of Addiction Services and Supports

1450 Western Avenue

City Albany

State NY

Zip Code 12203

Notes on Applying If interested, please send resume in Word or PDF format to recruitment@oasas.ny.gov with reference code 13617/AA1/WRO . Failure to include this code could result in your application not being processed. Failure to show how you meet the minimum qualifications will result in being disqualified from consideration.