Administrative Assistant 1 / Trainee 1 / 2 (NY HELPS)

Administrative Assistant 1 / Trainee 1 / 2 (NY HELPS)

Under the supervision of the Administrative Assistant 2, SG-15 within OPRHP's Division for Historic Preservation, the selected candidate's duties will include but are not limited to the following :

• Manage the mailing of State / National Registers of Historic Places (SR / NR) notification letters and documents to officials and property owners, including mail merging, printing, and organizing attachments (maps, meeting notices, etc.)
• Ensure proper delivery to the OPRHP mail room, verifying all documents / forms are completed accurately.
• Entering / tracking of information in the Cultural Resource Information System (CRIS), including Homeowner Tax Credit Part 1 application data.
• Assist the Survey & National Register Coordinator with National Register nominations submission to the National Park Service via the Cultural Resource Submission Portal (CRSP), including tracking submissions and approval dates.
• Maintain and update electronic, paper, and archival files for the SR / NR process.
• Update the Procedure Manual for SR / NR notification and record-keeping.
• Keep the Historic Business Preservation Registry spreadsheet current with new nominations.
• Create documents, particularly fillable PDFs.
• Coordinate meetings and gatherings with staff.
• Coordinate and schedule staff meetings, including space reservations and AV setup for hybrid meetings, ensuring all materials and equipment are prepared.
• Assist with making food arrangements for meeting(s).
• Cover the reception area by answering phone calls, greeting visitors, date-stamping and distributing mail, and logging incoming deliveries.

Minimum Qualifications :

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). To be considered for appointment through NY HELPS, or 55-b / c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are :

For more information about the Administrative Assistant Traineeship, please visit :

https : / / nyscseapartnership.org / administrative-assistant-traineeship.REASSIGNMENT

Qualifications :

You must be a current New York State Office of Parks, Recreation and Historic Preservation (OPRHP) employee with one year of permanent, competitive, or 55-b / 55-c service as an Administrative Assistant 1, SG-11. Eligible list appointment : Currently reachable on the Administrative Assistant Trainee 1 eligible list. Transfer qualifications : You must be a qualified employee of New York State and eligible for transfer under Section 70.1 of Civil Service Law which requires one year of permanent, competitive, or 55-b / 55-c service as in a title allocated to a Grade 6 or higher eligible.

For transfers, a list of approved titles is available through Civil Service GOT-IT at https : / / careermobilityoffice.cs.ny.gov / cmo / gotit / .

55-b / c Qualifications : Current permanent non-competitive state employees certified eligible for the 55-b / c program under the Governor's Program to Hire Persons / Veterans with Disabilities pursuant to Section 55-b / c of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response and meet the minimum qualifications listed above.

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.

Non-Competitive (NCP) Qualifications : The promotion minimum qualification for appointment are : One year of permanent competitive, non-competitive NY HELPS, or 55b / c service as a Office Assistant 2 Keyboarding, SG-9 or an Office Assistant 2 (Keyboarding) Spanish Language.

Provisional Qualifications : Based on the results of the required recruitment / canvassing for the Administrative Assistant 1 position, OPRHP may make a provisional appointment to this position. 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.

NY HELPS Program : For the duration of the NY HELPS Program, this title may be filled via a permanent 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 (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.

Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status.

The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024, and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6 / 12 / 2025 or later will be addressed with a subsequent cover-in.

Note : Non-competitive refers to not competing in an examination; the appointment will be competitive.

Operating Needs :

Benefits :

Generous benefits package, worth approximately 65% of salary, including :

Learn more about our benefits for permanent state employees, visit :

https : / / parks.ny.gov / employment / benefits.aspx

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