AddressAgency University at Albany
Title Administrative Assistant 1 (70%); Trainee 1 & 2 (NY HELPS)
Occupational Category Clerical, Secretarial, Office Aide
Salary Grade 11
Bargaining Unit ASU - Administrative Services Unit (CSEA)
Salary Range From $31470 to $38566 Annually
Employment Type Part-Time
Part-time Percent 70%
Appointment Type Contingent Permanent
Jurisdictional Class Competitive Class
Travel Percentage 0%
Workweek Other (see below)
"Other" Explanation Monday and Tuesday Academic Year 8:30am-4:30pm with half hour lunch; Summers 8:00am-4:00pm with half hour lunch. Wednesday Academic Year 9:00am-3:30pm with half hour lunch; Summers 8:00am-2:30pm with half hour lunch. Thursday Academic Year 9:00am-2:15; Summers 8:00am-1:15pm. Fridays off
Hours Per Week 26
Workday
From 8:30 AM
To 4:30 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? No
County New York
Street Address University at Albany (NYS Youth Justice Institute)
City Albany
State NY
Zip Code 12222
Minimum Qualifications 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 (NY HELPS):Administrative AssistantTrainee 1 (Non-Statutory Equated Salary Grade 8) 2 YEAR Traineeship / coursework requirements: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.Administrative Assistant Trainee 2 (Equated Grade 10) 1 YEAR Traineeship / coursework requirements: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/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.Administrative Assistant 1, (Salary Grade 11) NO Traineeship / no coursework requirements: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/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.Substitution:Certification (e.g., IAAP Certified Administrative Professional) or associate's degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):Administrative Assistant 1, SG-11:Successful completion of 52 weeks of service as an Administrative Assistant Trainee 2 and completion of the four core administrative support courses AND completion of the four elective administrative support courses, as designated by the agency ORReachable on an appropriate eligible list and / or eligible to transfer and successful completion of the four core administrative support courses AND completion of four elective administrative support courses, as designated by the agency. Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test. ORHave a current permanent appointment with 1 year of service as an Administrative Assistant 1 ORBe a former state employee eligible for reinstatement consideration (previous permanent service in the Secretary 1 title eligible for reinstatement to the title of Administrative Assistant 1; previous permanent service in other qualifying titles requires completion of core and / or elective administrative competency coursework prior to appointment above Trainee level 1). Proof of passing a keyboarding test will be required for those who have not previously served in a keyboarding title or have not yet taken a keyboarding test.Administrative Assistant Trainee Level 1, Equated Salary Grade 8: 2 Year Traineeship leading to SG-11Reachable on an appropriate eligible list and / or be a current state employee eligible to transfer to the grade 8 traineeship AND, if transferring from a non-keyboarding title, proof of passing a keyboarding test.Administrative Assistant Trainee Level 2, Equated Salary Grade 10: 1 Year Traineeship leading to SG-11Successful completion of 52 weeks of service as an Administrative AssistantTrainee 1 AND completion of the four core administrative support courses; OR Reachable on an appropriate eligible list or eligible to transfer AND completion of the four core administrative support courses and, if transferring from a non-keyboarding title, proof of passing a keyboarding test. May be filled from a mandatory reemployment list if one is in effect at the time of appointment.Any resumes received that do not meet the above requirements as described will be deemed unqualified.
Duties Description This is a Part-Time position at 70% FTEWorking under the supervision of the Director of Grants and Finance, this position will function as the Institute’s principal administrative support staff member. The ideal candidate has demonstrated:Strong work ethic and organizational skills; Ability to maintain discretion around sensitive issues; Experience in coordinating with multiple departments, stakeholders, and team membersUnderstanding of University’s best practices and policies as they relate to event organization, purchasing, etc.; Understanding and experience using Microsoft Office software (e.g. Outlook, Word, Excel); familiarity with Microsoft Teams; Job Performance Duties and Objectives; To Function as the ‘welcoming ambassador’ to the Institute by: Answering calls, taking messages and transferring calls to appropriate individuals; Organizing incoming and outgoing correspondence, including sorting electronic mail sent to the Institute’s general inbox; Maintain the Executive Director’s daily calendar by scheduling and confirming appointments; Coordinate intra-team and external meetings; Assist with tracking and coordination of certain assignments; Assist with planning and execution of key aspects of the NYS Youth Justice Institute’s events, including: identifying and reserving suitable space; arranging travel for prospective speakers/participants as needed; assisting with the dissemination of event information; working with relevant University units/vendors to arrange parking and catering as needed; preparing folders and other printed materials for events and internal meetings; Work with print and marketing vendors to purchase custom or promotional items for the InstituteUpon request, initiate and track purchase requisitions for ordering equipment, software, supplies, publications, etc.; Maintain detailed records and Excel-based running total of expenses by category (other than Personnel) for the Institute’s expenses; Make any travel arrangements requested and prepare travel vouchers for reimbursement for NYS YJI’s staff and graduate students; Maintain lists of NYS YJI equipment and other records required by University’s Equipment Management Office; Composes meeting notes/minutes as directed by the Executive Director; Contributes to team work
Additional Comments To apply for this position, go to the following link: https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=172758Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the following website for the complete Annual Security Report (“Clery Report”): http://police.albany.edu/ASR.shtml
Some positions may require additional credentials or a background check to verify your identity.
Name Office of Human Resources
Telephone 518-437-4700
Fax 518-437-4731
Email Address classifiedjobs@albany.edu
Address
Street University at Albany
1400 Washington Avenue, UAB 300
City Albany
State NY
Zip Code 12222
Notes on Applying https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=172758
