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    Administrative Assistant 1/Trainee - Albany, United States - Criminal Justice Services, Division of

    Criminal Justice Services, Division of
    Criminal Justice Services, Division of Albany, United States

    1 month ago

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    Full time
    Description

    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 (., 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.

    Duties Description The Administrative Assistant 1 provides critical administrative support for the VAWA/Victim Services Unit within OPDF in the administration of grant contracts.


    Duties include, but are not limited to:

    producing and distributing contracts, award letters, reports, charts and other documents needed by staff, preparing purchase requisitions using the Oracle Financials system, maintaining travel itineraries and updating the OPDF calendar for unit staff, maintaining accurate contact information for all board/advisory group members, handling the preparation for annual DCJS VAWA advisory meetings and maintaining the agenda and minutes, distributing mail, answering and directing incoming calls, and establishing a filing system for all grant paperwork.

    The Administrative Assistant 1 will also be responsible for contract processing and maintenance; ensuring that contract documents are correctly entered into OPDF's proprietary contract data base system; preparing spreadsheets, documents and presentations using the Microsoft Office suite; setting up and maintaining annual contract records for each of the approximately 350 contracts handled by the unit; assisting Public Safety Grants Representatives in providing technical assistance and correspondence to grantees as well as assisting them with compliance monitoring site visits.

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