Agency Civil Service, Department of

　　Title Administrative Assistant 1/Trainee 1 or 2 Vacancy ID:149108

　　Occupational Category Clerical, Secretarial, Office Aide

　　Salary Grade 11

　　Bargaining Unit M/C - Management / Confidential (Unrepresented)

　　Salary Range From $38293 to $56996 Annually

　　Employment Type Full-Time

　　Appointment Type Contingent Permanent

　　Jurisdictional Class Competitive Class

　　Travel Percentage 0%

　　Workweek Mon-Fri

　　Hours Per Week 37.5

　　Workday

　　From 8:30 AM

　　To 4:30 PM

　　Flextime allowed? No

　　Mandatory overtime? No

　　Compressed workweek allowed? No

　　Telecommuting allowed? Yes

　　County Albany

　　Street Address Core 1 Swan Street

　　City Albany

　　State NY

　　Zip Code 12239

　　Minimum Qualifications REASSIGNMENT QUALIFICATIONS: Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1/Trainee 1 or 2. If you have less than one year, you must be currently reachable on the Administrative Assistant 1/Trainee 1 or 2 eligible list for the Albany location.70.1 TRANSFER QUALIFICATIONS:One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 6 or higher eligible for transfer and determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title requires special qualifications for transfer as detailed above. SUBSEQUENT 55 B/C TRANSFER QUALIFICATIONS: A subsequent 55B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55B/C service in a position allocated to Grade 6 or higher and have a current Civil Service 55B/C approval letter.Note: For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. PROVISIONAL QUALIFICATIONS: Based on the results of the canvass of the current eligible list for the Administrative Assistant 1, the Department may elect to make a provisional appointment to this position rather than a permanent appointment should the eligible list have less than three candidates interested. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Administrative Assistant 1 exam and be reachable for appointment from the newly established eligible list. The minimum qualifications for Provisional appointment are:Candidates must be a qualified employee of New York State and have had one year of permanent competitive or 55-b/55-c service in an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at:https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfmIt is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS eq. Grade 8, and Administrative Assistant Trainee 2, NS eq. Grade 10 leading to Administrative Assistant 1, Grade 11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA and M/C employees through the New York State & CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1.For more information about the Administrative Assistant Traineeship, including the course requirements, please visit: https://nyscseapartnership.org/administrative-assistant-traineeship. KEYBOARDING EXAM QUALIFICATIONS: Candidates who have not previously served in a keyboarding title will be required to pass the Keyboarding exam prior to appointment. According to Civil Service, a passing score is the ability to demonstrate a speed of 30 words per minute with at least 96% accuracy within 5 minutes.

　　Duties Description Employee Benefits has the lead role for administering the New York State Health Insurance Program (NYSHIP), one of the largest public employer health insurance programs in the nation covering more than 1.2 million lives. This position will play an important role in ensuring the continued success of the comprehensive health insurance programs. The Administrative Assistant 1 / Trainee 1 or 2 will provide a full range of administrative support for staff of the Employee Benefits Division’s Communications Unit and Vendor Management Unit. The Administrative Assistant 1/Trainee 1 or 2 duties will include but are not limited to the following:• Providing clerical support to both units such as scanning, preparing, editing/proofreading, merging Excel data into Word-based documents and tracking correspondence using FileNet, and other document tasks as needed, including those that may be needed for presentations, contracts, procurements, or statutorily required reports.• Handling incoming phone calls to the Communications Unit’s main telephone line to assist callers with questions regarding publications, ordering materials online, return mail and mandated package orders, accessing information on the Division's websites and forwarding calls to appropriate staff in either unit if necessary,• Assisting staff with scheduling meetings, including interviews for vacancies, conference calls, and webinars with internal and external staff. Position provides phone and in person coverage for the reception desk on the first floor of Core Building 1. Back up for Director’s office administrative assistant, as needed.• Maintaining a complete onsite NYSHIP publication inventory for the Division and accurate hard copy archive files.• Providing email notification to DCS personnel, OER and Empire Plan administrators' call centers regarding new publications that include website hyperlinks and PDF attachments.• Managing NYSHIP's participation in agency health fairs, union events and retiree meetings/events by making arrangements for the appropriate health, dental and vision representatives to attend (either in person or virtually) and working with the fulfillment center to order program materials and ensure that they are shipped and received in a timely manner for each event.• Assisting unit personnel with inventory management tasks at the fulfillment center, which may include following up with agency personnel regarding order details and creating Excel spreadsheets to support work tasks.• Logging and distributing incoming mail and faxes to staff; and coordinating and tracking unit wide activities including monthly reports, vacation and telecommuting schedules, mandatory Department training courses and other unit initiatives as needed. Monitor FileNet correspondence and advise VMU staff when a new item is placed in their folder.• Managing office services and other general administrative tasks including, ordering supplies, coordinating general maintenance requests, and coordinating with Division and Department staff in addressing operational and technology issues impacting the units.• Assisting with the NYSHIP HMO Annual Submission process. Ensure letters are sent via physical mail and email.• Assisting with processing requests received for legal records related to medical billing, claims or lien information. Ensure responses are physically mailed and saved to FileNet.

　　Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package. The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity. Among its duties, the Department: • Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.• Assists municipal agencies with civil service administration of more than 360,000 local government employees.• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to [email protected]

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

　　Name Muslima Washington

　　Telephone 15184734306

　　Fax

　　Email Address [email protected]

　　Address

　　Street Empire State Plaza Agency Building 1

　　Office of Human Resources and Administrative Planning

　　City Albany

　　State NY

　　Zip Code 12239

　　Notes on Applying If interested please send a resume and a cover letter indicating how you meet the posted qualifications. Please include the vacancy number in the subject line of your email.