Administrative Assistant 1; Trainee 1 & 2 (NY H...

About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research and public service engages 17,300 diverse students in eight schools and colleges across three campuses. Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City and the Adirondacks.

ANNOUNCEMENT OF CLASSIFIED SERVICE VACANCY

The following vacancy exists in the classified service and may require eligibility from a competitive civil service list.

Job Description:

Vacancy #: WF230366

Apply by:  March 9, 2024

Title: Administrative Assistant 1; Trainee 1 & 2 (NY HELPS)

Location:  Human Resources

Salary:  $44,957

Grade: CSEA SG-11

Hours:  Work schedule to be determined at time of job offer (options noted below)

 Academic Year 8:30am-5:00pm (Summers 8:00am-4:00pm)  1 hour lunch AY; ½ hour lunch Summer

Academic Year 8:30am-4:30pm (Summers 8:00am-4:00pm)  ½ hour lunch AY; ½ hour lunch Summer

Academic Year 9:00am-5:00pm (Summers 8:00am-4:00pm) ½ hour lunch AY; ½ hour lunch Summer

Duration:  Contingent Permanent

Requirements:

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 (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   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.

Additional Information:

Federal 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

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at [email protected].    

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Application Instructions:

To apply for this position, please submit a resume.  Applicants are also encouraged to provide a cover letter.

Applicants may apply as follows:

Email: [email protected]  (please include search #, title and department in the subject of the email)

Postal Mail (to the below address):

Office of Human Resources, Classified Services
Vacancy #: WF230366, Administrative Assistant 1, Office of Human Resources
1400 Washington Avenue, UAB 300
University at Albany
Albany, NY 12222

Hand-Carry to the Office of Human Resources (during business hours), located at:

1215 Western Avenue
University Administration Building, 3rd Floor, Suite 300
Albany, NY 12203