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    Administrative Assistant 1; Trainee 1 - New York, United States - New York State

    New York State
    New York State New York, United States

    1 week ago

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    Full time
    Description

    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 Assistant Trainee 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 (., 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 (., 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 (., 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 (., 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 . Department of Education/. 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 /jobseeker/. 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 OR

    Reachable 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.

    OR

    Have a current permanent appointment with 1 year of service as an Administrative Assistant 1 OR

    Be 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-11

    Reachable 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-11

    Successful completion of 52 weeks of service as an Administrative Assistant Trainee 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 Public Contact Services & Correspondence (40%)


    • Provide front desk reception duties, including fielding/transferring calls, maintaining call records,
    answering email inquiries, and greeting visitors


    • Manage The Graduate School virtual office hours through Zoom
    • Coordinate with the professional staff to efficiently and effectively respond to inquiries regarding
    application deadlines and requirements, the application review process and missing materials, and initial
    questions regarding graduate policies and procedures


    • Maintain the Graduate School email Inbox in Slate and assign emails to students' records and distribute to
    appropriate staff members for response


    • Respond to international student questions and concerns, such as visa/study questions, immigration
    documentation, and transcript and English proficiency requirements


    • Assist in the training and development of Graduate Assistants that support front-end customer service
    contact alongside this position


    • Serve as a secondary supervisor to Graduate Assistants. Provide work and coordinate projects with
    Graduate Assistants.


    • Open and distribute mail and faxes
    2. Application Processing & Records Maintenance (40%)


    • Process new applications as they come into the office, including matching credentials to student files,
    ensuring accuracy of information provided, uploading transcripts and additional application materials to the
    correct student's file, and waiving of application requirements as determined by policies and procedures


    • Make determinations regarding English proficiency waivers after reviewing transcripts and credentials
    o If applicable, applying these proficiency waivers using Slate


    • Continuous review of the Graduate School and Graduate Bulletin websites to monitor for updates and
    necessary additions, including admission policies and procedures


    • Assist in the process of ensuring applicants submit fmal transcripts and meet other Graduate School
    admission requirements
    o Check applications for proof of official transcripts showing an earned Bachelor's degree
    o Add and remove holds from a student's PeopleSoft record depending on their transcript status
    o Send out the notification to students and field responses


    • Maintain paper and electronic files of materials received throughout a student's academic career, which
    become a part of the student's permanent record at the institution


    • Download application materials (such as transcripts and official test scores) from various institutions and
    service providers using established logins and procedures regularly


    • Upload Financial Aid Award letters for newly admitted students
    • Update student records to ensure accuracy and add student subplans in PeopleSoft
    • Run queries, draft correspondence, and prepare forms in Slate, as needed
    3. Finance and Administration Support (20%)


    • Maintain calendars for professional staff, arrange meetings, and prepare meeting materials.
    • Run reports and keep detailed records of Marketplace transactions
    • Direct inquiries and information requests to the appropriate units/staff
    • Assist with compliance of equipment management policies by properly getting new equipment tagged
    and discarding old equipment


    • Coordinate with academic departments to keep an updated list of departmental contacts
    • Manage the Graduate School shared calendar and assist in coordinating office coverage
    • Manage submission of timesheets and track personnel expenses for Student Assistants hired through
    Memoranda of Understanding (MOUs) by The Graduate School


    • Assist in processing of student appointments and graduate funding awards in PeopleSoft
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