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

Historic Preservation Administrative Assistant

Under the supervision of the Administrative Assistant 2, SG-15 within OPRHP's Division for Historic Preservation (DHP), 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.)

o Ensure proper delivery to the OPRHP mail room, verifying all documents / forms are completed accurately.

o 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 :

Administrative Assistant Trainee 1 (Non-Statutory 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. 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 (Non-Statutory Equated to SG-10) : 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, SG-11 : 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. Substitution : Certification (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.

• Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education / U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http : / / www.cs.ny.gov / jobseeker / degrees.cfm.

Candidates are responsible for the evaluation fee.

Please note : Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG-8, and Administrative Assistant Trainee 2, NS equated to SG-10 leading to Administrative Assistant 1, SG-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 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.

OPERATING NEEDS :

Must possess and maintain a valid driver's license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.

Must be proficient in Microsoft Office programs including Outlook, Word, and Excel.

COMMENTS :

The CSEA contracts allow for salary protection for seasonal / hourly employees who are appointed to permanent graded positions with lower hiring rates under certain circumstances. We encourage OPRHP seasonal / hourly applicants to check in with your Regional Business Office Administrator to inquire about the potential impact on your salary.

Depending on each applicant's experience and / or education and current salary, if employed by New York State already, the appointment may be made to the Administrative Assistant Trainee 1, Administrative Assistant Trainee 2, or the Administrative Assistant 1 titles. Included below is a breakdown of the salary at each level of the traineeship.

Administrative Assistant Trainee 1, SG-8 - $40,391 - $49,743

Administrative Assistant Trainee 2, SG-10 - $45,081 - $55,322

Administrative Assistant 1, SG-11 - $47,695 - $58,447

BENEFITS :

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

Paid Time Off :

CSEA : 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.

Health Care Benefits :

Eligible employees and dependents can pick from a variety of affordable health insurance programs. Family dental and vision benefits at no additional cost

Additional Benefits :

New York State Employees' Retirement System (ERS) Membership

NYS Deferred Compensation

Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds

Public Service Loan Forgiveness (PSLF)

Paid Parental Leave

Learn more about our benefits for permanent state employees, visit : https : / / parks.ny.gov / employment / benefits.aspx.