What are the responsibilities and job description for the Administrative Assistant 1 / Trainee position at Victim Services, Office of?
The duties that the incumbent of the vacancy will be expected to perform. Duties Description Under the direction of the Deputy Director of Compensation, the Administrative Assistant 1 will provide administrative support for the Compensation Unit within the Office of Victim Services. Specific duties include but are not limited to: • Schedule Compensation Unit and team meetings, including the preparation of agendas, taking notes, and following up on action items as necessary• Maintain the calendars for the Deputy Director of Compensation and the Compensation Division Chief• Complete transactions related to making travel arrangements for Unit management, including submitting expense reports for reimbursement• Update and maintain the calendar and logs for Compensation related external events and trainings • Maintain an up-to-date project log with projects, tasks, staff resources, and due dates • Proofread and format documents and presentations • Create and submit the monthly supply order for Compensation • Monitor shared email inboxes • Maintain unit-specific HR records, including the tracking of probation and annual evaluation reports• Complete onboarding and off-boarding paperwork for Compensation staff • Serve as a back-up for claims intake, FRE, and mailroom tasks as needed
The minimum qualifications required for this vacancy. Minimum Qualifications 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 (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. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.NY HELPSThis 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.COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Assistant Trainee 1, SG-8:One year of permanent service in a title SG-6 or higher and otherwise eligible for transfer. (see note below)Administrative Assistant Trainee 2, SG-10One year of permanent service in a title SG-8 or higher and otherwise eligible for transfer. (see note below) Administrative Assistant 1, SG-11Permanent service in a Secretary 1 title OR one year of permanent service in a title SG-9 or higher and otherwise eligible for transfer (see note below) OR reachable on the current Secretary 1 eligible list.NOTE: A new two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas, through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11. Completion of coursework is not required for appointment to the Trainee 1 level, however, you may be required to take a keyboard performance test if you have not served in a keyboarding title or previously passed a keyboarding exam.
Additional comments regarding the vacancy. Additional Comments Candidates from diverse backgrounds are encouraged to apply. OVS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.REASONABLE ACCOMMODATION: The NYS Office of Victims Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, and Inclusion Unit at DEIA@dcjs.ny.gov or (518) 485-1704.
Some positions may require additional credentials or a background check to verify your identity.
The minimum qualifications required for this vacancy. Minimum Qualifications 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 (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. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.NY HELPSThis 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.COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Assistant Trainee 1, SG-8:One year of permanent service in a title SG-6 or higher and otherwise eligible for transfer. (see note below)Administrative Assistant Trainee 2, SG-10One year of permanent service in a title SG-8 or higher and otherwise eligible for transfer. (see note below) Administrative Assistant 1, SG-11Permanent service in a Secretary 1 title OR one year of permanent service in a title SG-9 or higher and otherwise eligible for transfer (see note below) OR reachable on the current Secretary 1 eligible list.NOTE: A new two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas, through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11. Completion of coursework is not required for appointment to the Trainee 1 level, however, you may be required to take a keyboard performance test if you have not served in a keyboarding title or previously passed a keyboarding exam.
Additional comments regarding the vacancy. Additional Comments Candidates from diverse backgrounds are encouraged to apply. OVS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.REASONABLE ACCOMMODATION: The NYS Office of Victims Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, and Inclusion Unit at DEIA@dcjs.ny.gov or (518) 485-1704.
Some positions may require additional credentials or a background check to verify your identity.
