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

Minimum Qualifications MINIMUM QUALIFICATIONS :

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, if they meet the below NY HELPS minimum qualifications.

NY HELPS Non-Competitive Minimum Qualifications :

Administrative Assistant Trainee 1 : Six months of experience in administrative support, which includes use of office software(.

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.

Administrative Assistant Trainee 2 : One year of experience in administrative support, which includes use of office software(.

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.

Administrative Assistant 1 : Two years of experience in administrative support, which includes use of office software(., 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.

Substitution : Certification (., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

It is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status in the future, without having to compete in an examination.

Employees will then be afforded 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.

Reassignment Qualifications : Current New York State Division of Tax Appeals employees with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR current New York State employee with one or more years of permanent, contingent-permanent, or 55 b / c service as an Administrative Assistant 1.

70.1 Transfer Qualifications :

One year of permanent or contingent-permanent as a Grade 6 or higher determined to be similar by Civil Service.

Note : For 70.1 transfers, a comprehensive list of titles approved for transfer to Administrative Assistant 1 / Trainee 1 / 2 is available through Civil Service GOT-IT available at https : / / / cmo / gotit / .

Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS eq. Grade 8, and Administrative Assistant Trainee 2, NS eq.

Grade 10 leading to Administrative Assistant 1, Grade 11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and four 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 four elective courses prior to advancing to full title.

The courses are offered to CSEA and M / C employees through the New York State & CSEA Partnership. Equivalent coursework may be accepted in lieu of these courses as determined by the Department of Labor (DOL).

Trainees will be able to complete the courses either through classroom or online training and webinars, or equivalent offerings through another entity as determined by the agency.

Keyboarding proficiency is a minimum requirement for this position. Candidates who have not previously held a keyboarding title must pass a 5-minute typing session and must achieve a speed of 30 words per minute (WPM) with at least 96% accuracy in order to meet the Civil Service keyboarding standard.

Preferred Qualifications : Excellent organization and customer service skills and the ability to prioritize and meet multiple deadlines;

a strong ability to work independently and as part of team.

Duties Description The Division of Tax Appeals is responsible for providing the public with a just system of resolving controversies with the Division of Taxation through the adjudicatory process.

The Tax Appeals Tribunal serves as the appellate level of the agency.

Working under the direction of the Secretary to the Tribunal, the Administrative Assistant 1 will perform office support and clerical work to meet the requirements of agency programs.

The responsibilities of the Administrative Assistant 1 include, but are not limited to :

• Manages the workflow of the Office of the Secretary and the processing of cases that are filed with the Tribunal.
• Reviews incoming filings, briefs and correspondence, gathers background information needed to prepare a response, and drafts response for review and issuance by the Secretary.
• Sets briefing dates in conformance with Tribunal policy; and reviews all outgoing correspondence for conformance with office procedures and agency policy.
• Maintains all case files and advises the Tribunal and Counsel’s office regarding the status of all pending cases. Manages records retention program for the Secretary’s Office.
• Maintains the Tribunal case tracking system and monitors the system to identify and follow up on due dates and conflicting information.
• Serves as liaison with the staff of DTA’s hearing unit to resolve logistical and procedural issues relating to cases that move to the Tribunal on appeal.
• Schedules and handles logistics related to oral argument (OA) before the Tribunal.
• Assists the Secretary in reviewing all Tribunal decisions prior to issuance and mailing and handles all logistics regarding mailing and distribution of decisions.
• Answers telephone and email inquiries regarding all aspects of Tribunal case processing.

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