Administrative Assistant 1 or Trainee 1 / Trainee 2

NY HELP Yes Agency Civil Service, Department of Title Administrative Assistant 1 or Trainee 1 / Trainee 2 Occupational Category Administrative or General Management Salary Grade NS Bargaining Unit M/C - Managerial/Confidential (Unrepresented) Salary Range From $40625 to $60467 Annually Employment Type Full-Time Appointment Type Contingent Permanent Jurisdictional Class Competitive Class Travel Percentage 0% Workweek Mon-Fri Hours Per Week 37.5 Workday From 8:30 AM To 4:30 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? Yes County Albany Street Address Empire State Plaza, Swan Street Building u2013 Core 1 City Albany State NY Zip Code 12239 Duties Description Employee Benefits has the lead role for administering the New York State Health Insurance Program (NYSHIP), one of the largest public employer health insurance programs in the nation covering more than 1.2 million lives. This position will play an important role in ensuring the continued success of the comprehensive health insurance programs.The Administrative Assistant 1 or Trainee 1 or duties in the Employee Benefits Division will include but are not limited to the following:u2022 Providing clerical support such as scanning, preparing, editing/proofreading, merging Excel data into Word-based documents and tracking correspondence using FileNet, and other document tasks as needed, including those that may be needed for presentations, contracts, procurements, or statutorily required reports.u2022 Handling incoming calls by providing accurate information and directing to the correct Division personnel and ensuring exceptional customer service is provided.u2022 Front-line personnel for the reception desk and must be comfortable speaking with the public.u2022 Reviewing work performed by other staff to ensure correct spelling, grammar, and formatting is according to Division and Department standards. Also verifying that all letters and documents are on the correct letterhead and on the most current form.u2022 Assisting staff with scheduling meetings, including interviews for vacancies, conference calls, and webinars with internal and external staff.u2022 Logging and distributing incoming mail and faxes to staff; and coordinating and tracking unit wide activities including monthly reports, vacation and telecommuting schedules, mandatory Department training courses and other unit initiatives as needed. Monitor FileNet correspondence and advise Vendor Management Unit staff when a new item is placed in their folder.u2022 Managing office services and other general administrative tasks including, ordering supplies through SFS, coordinating general maintenance requests, and coordinating with Division and Department staff in addressing operational and technology issues impacting the units.u2022 Assisting with the NYSHIP Health Management Organization Annual Submission process. Ensure letters are sent via physical mail and email.u2022 Assisting with processing requests received for legal records related to medical billing, claims, or lien information. Ensure responses are physically mailed and saved to FileNet.u2022 Supporting Division staff by assisting in the coordination of travel arrangements; processing travel requests, and expense reports. 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 of 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.NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS): 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. Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associateu2019s 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 and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at You must pay the required evaluation fee. REASSIGNMENT QUALIFICATIONS: Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1 or Trainee 1 or 2; if less than one year, you must be currently reachable on the Administrative Assistant 1 eligible list for the Albany location if one PETITIVE QUALIFICATIONS:You must be reachable on the current eligible list or eligible for transfer. Any active transition or promotion list(s) must be exhausted to appoint under the NY HELPS program. 70.1 TRANSFER QUALIFICATIONS:One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at SUBSEQUENT 55B/C QUALIFICATIONS:A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 6. To be considered, you must provide a copy of your letter of eligibility with your response.PREFERRED QUALIFICATIONS: Extensive experience providing administrative support in a busy office setting with various clientele including high profile. Exceptional customer service experience and experience as the front face to the public. Knowledge of business writing, SharePoint, Microsoft Word, Excel, and PowerPoint is a plus.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 #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package. The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity. Among its duties, the Department: u2022 Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.u2022 Administers the New York State Health Insurance Program (one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.u2022 Assists municipal agencies with civil service administration of more than 360,000 local government employees.u2022 Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.The Department of Civil Service 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 Some positions may require additional credentials or a background check to verify your identity. Name Cassandra Dollard Telephone 5184734306 Fax Email Address Address Street Empire State Plaza u2013 Agency Building 1 Floor #10 Office of Human Resources and Administrative Planning City Albany State NY Zip Code 12239 Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, and resume to . Please include the Title and Vacancy ID# you are applying for in the subject line of your email.

Created: 2026-05-06