Administrative Assistant ; NY HELPS

Overview

Clerical and data entry experience. Proficient in Microsoft Office (Word and Excel). SharePoint experience preferred.

This position is responsible for entering numerous grant and vendor contracts sent to the Fiscal Bureau for payment and processing. These include Federal funding for the CSBG program and our Coastal Zone Management Program. The role works alongside other staff providing clerical support for the Contract Administration Unit and the Bureau.

• Receipt, logging, and distribution of incoming mail.
• Updating and tracking of paid dates in various SharePoint sites.
• Data entry of vouchers in SFS to avoid interest payments.
• Submission of contract transactions in EDSS and the Statewide Financial System (SFS).
• Provide relevant staff with tracking and transaction reports as necessary.
• Prepare and package various correspondences to outside organizations.
• Assist in clerical functions as needed throughout the Bureau.
• Other duties as assigned.

Administrative Assistant Trainee 1:
Six months of administrative support experience including office software, customer service, business writing, and office administration. Must pass a keyboarding test at 30 words per minute with 96 % accuracy. Successful completion of the 12‑month training leads to Trainee 2.

Administrative Assistant Trainee 2:
One year of administrative support experience including office software, customer service, business writing, and office administration. Must pass a keyboarding test at 30 words per minute with 96 % accuracy. Successful completion of the 12‑month training as a Trainee 2 advances to the full level without further examination.

Administrative Assistant 1:
Two years of administrative support experience or certification (IAAP Certified Administrative Professional) or an associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

Competitive

Minimum Qualifications:

Permanent service in this title or one year of permanent competitive or 55‑B/C service in a title SG‑06 or higher and otherwise eligible for transfer under Civil Service Law.

55 B/C Appointment:
Eligible for 55b/c designation; candidates with 55b/c eligibility must submit a current 55b/c eligibility letter.

For the duration of the NY HELPS Program, this title may be filled via a non‑competitive appointment. No examination is required, but candidates must meet the minimum qualifications. Employees may later transition to competitive status without competing in an examination.

We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign‑born residents, and veterans to apply. We do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law. We provide reasonable and religious accommodations during the hiring process for those in need.

If the position will receive location pay, standard annual adjustments apply: $4,000 for the New York City metropolitan area, Suffolk, Nassau, Rockland, and Westchester Counties; $2,000 for Orange, Dutchess, and Putnam. Telecommuting may be approved up to 50 % with management approval.