Administrative Assistant 1 (NY HELPS)

The duties that the incumbent of the vacancy will be expected to perform. Duties Description There are two Administrative Assistant 1 positions being filled. The first will be supporting the Oversight Services Unit (OSU) and Regional Support Unit (RSU) and is labeled “Position 1”. The second will be supporting the Code Development and Technical Services Units and is labeled “Position 2”. Please indicate which position(s) you are interested in when applying.Position 1The duties for the Administrative Assistant 1 in the Oversight Services and Regional Support Units will include but are not limited to the following: • Receive complaints (by mail, email, fax).• Upload new complaints and supplemental information into tracking database.• Understand OSU/RSU referral system.• Draft and send letters stating the complaint was received.• Notify appropriate Code Compliance Specialist 2 or Program Manager when new complaints are received.• Receive voicemail messages and return calls and/or forward to appropriate staff.• Assist in maintaining documents for paper file system.• Assist with spreadsheet data entry and compiling data.• May monitor OSU and RSU mail/e-mail and direct to appropriate staff.• Reply to general questions on how to file complaints, and inquiries related to contacts, form and reminders.• Forward complex inquiries to OSU and RSU staff.• Assist with records retention and organization.• Answer basic complaint questions.• Assist OSU and RSU staff in creating letters, sending correspondence as needed to individuals.• Review and organize paper and electronic case folders and documents.• Greet visitors when necessary.• Conduct certification checks on subject individuals.• Verify annual training and ensure consent order requirements are fulfilled.• Assist in the management of revocation documents with Education Unit.• Acquire certification necessary to obtain basic knowledge concerning code enforcement and their function.• Participate in OSU/RSU trainings and meetings.• Generate letters utilizing templates for complaints including Notices of Determination of Discontinuance.• Email or mail letters to appropriate persons.• Request, receive and upload 1203 and 1204 annual reports into complaint files.• Manage and request supplies when needed.• Manage annual reporting bulk emails, receipts, and reminders.Position 2The duties for the Administrative Assistant 1 in the Code Development and Technical Services Units will include but are not limited to the following: Code Development Unit: • Prepare member packets for review and distribution prior to and during meetings.• Compose, type, and distribute Code Council meeting minutes for technical review.• Reserve rooms, equipment, and prepare room for meetings.• Coordinate court reporters, review transcripts, and make corrections.• Verify meeting attendance, schedule meetings, and coordinate WebEx’s.• Meeting attendance voucher distribution and collections.• Collect and organize Section 166 of the Executive Law forms for appearance.• Schedule public hearings for regulatory updates.• Distribute More Restrictive Local Standard for Construction approvals/denials/receipts notices.• Record retention.• Make copies of various documents, places them in proper files, and distributes them to appropriate staff.• Prepare and send the files to archive consistent with established record retention schedule.• Annual maintenance of record to include archiving and digitizing necessary records.• E-mail Public Notices of hearings and meetings.Technical Services Unit: • Formatting regulations in preparation for upload to the website.• Website coordination.• Tracking emails and phone calls.• Sorting and tracking e-mails originating from the “Contact Us” page on website.• Do data entry for the database of frequently asked technical support questions.

The minimum qualifications required for this vacancy. Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS: 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 may be 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 a future date, 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.The minimum qualifications for Non-Competitive appointment are: Administrative Assistant Trainee 1: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.Administrative Assistant Trainee 2: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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.Administrative Assistant 1: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.*OrCertification (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.55 B/C APPOINTMENT: This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.COMPETITIVE MINIMUM QUALIFICATIONS: CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.TRANSFER 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.A list of titles approved for transfer is available through Civil Service GOT-IT at PREFERRED QUALIFICATIONS: • At least one year of experience working with a large database system.• Intermediate to advanced proficiency in Microsoft Excel.• Experience importing and exporting data between Excel and another software system.• Completion of formal training or certification related to office administration, data management, or computer applications.• Experience working with state or local governments.• Experience working for multiple individuals or units within an organization or office environment.It 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.

Additional comments regarding the vacancy. Additional Comments The Department of State 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] new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.

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