Administrative Assistant 1 / Trainee 1 / Trainee 2

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Review Vacancy

Date Posted 06/08/26

Applications Due06/23/26

Vacancy ID217556

• Basics
• Schedule
• Location
• Job Specifics
• How to Apply

NY HELPYes

AgencyCivil Service, Department of

TitleAdministrative Assistant 1 / Trainee 1 / Trainee 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 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 7 AM

To 3 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 55 Mohawk Street, Suite 201

City Cohoes

StateNY

Zip Code12047

Duties Description Employee Health Service (EHS) is responsible for medical examination services, including pre-employment, fitness-for-duty / return-to-work, and occupational health examinations, for all New York State departments and agencies. In addition, Health Service Nurses perform occupational health screening and immunization services throughout the State. This position will play an important role in helping to ensure the health and safety of employees throughout New York State agencies.

The Administrative Assistant 1 / Trainee 1 / Trainee 2 duties in Employee Health Services will include but are not limited to the following support scheduling, front desk, and clinical functions:

Front Desk Support Activities:

• Provide direct oversight of front desk client check-in process including coverage, paperwork preparation for clinic schedules, forms inventory, and locker key and number tag inventory.
• Coordinate psychological testing materials and locations for candidates as they arrive for their appointments. Set-up testing and score materials. Provide the scored results to the psychologist for review.
• Overseeing coverage of/and answering EHS Main, Administration and all Scheduling phone lines and transferring to the appropriate unit of staff member along with taking and distributing call-back messages.
• Completion and assigning of typing all Agency Referral and Reinstatement letters and assembling charts for physicians' review and sending final correspondence to Agencies' and Clients. Including receiving, logging, and providing all eScribers dictated reports to EHS Providers.
• Performs various billing activities such as charge capture and invoice review.
• Ensure the completion of EHS LEAN figures for all Client time statistics.
• Completion and assigning of processing Medical Records requests including reviewing, pulling, copying, and logging of chart documents requested.
• Data entry of client information in systems to support Front Desk activities and files client charts daily.
• Providing clerical, administrative and office support including data entry, records maintenance, transaction processing and information retrieval and verification.

Scheduling Support Activities:

• Interprets and explains EHS Appointment scheduling policies and procedure to the professional staff of State agencies, EHS consultants and the public
• Serves as a liaison between medical staff, clinical support, and agency personnel officers in management of unique scheduling situations.
• Provides direct supervision of other clerical staff (OA1/OA2).
• Prepares correspondence to patients, agency personnel officers and consultants concerning appointment times, locations, procedures, and policies.
• Scheduling all pre-employment examinations for EHS clinic in Cohoes, and all EHS nurse units. Schedule all appointments at contract and consulting medical providers. Assures appointments are scheduled promptly.
• Scheduling occupational health and fitness-for-duty/agency referral examinations.
• Scheduling and preforming clerical activities such as sending correspondence associated with pre-employment candidates.
• Develops, implements, and supervise the use of procedures and forms used in scheduling appointments and closing out computerized records related to appointments.
• Enters all necessary information for scheduling and billing in systems. Monitors the performance of the system and works with EHS administration staff to develop improvements.
• Assures all reports from consultants are received by EHS promptly.
• Preparing and sending remediable letters to candidates and answering questions from candidates and agencies concerning determinations.
• Processing and information retrieval and verification.

Clinical Support Activities:

• Assembly of medical records for review by EHS clinicians.
• Pulling medical records for OH Clients, preparing charts for fitness-for-duty clients, and mailing and monitoring chest x-rays to clinical staff.
• Processing incoming Respirator Questionnaire forms.

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. You must successfully complete a set training and development program to satisfactory complete probation.

Substitutions for Administrative Assistant 1:

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.

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 / Trainee 1 / Trainee 2,

if less than one year, you must be currently reachable on the Administrative Assistant Trainee 1 eligible list for the Albany location if one exists.

COMPETITIVE QUALIFICATIONS:

You must be reachable on the current eligible list or eligible for transfer.

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 https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title requires special qualifications for 52.6 or 70.1 transfer as detailed above.

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.

55 B/C QUALIFICATIONS:

Individuals certified eligible for the 55 B/C program under the Governors 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.

You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program.

Substitutions for Administrative Assistant 1:

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.

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 tomorrows 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:

• 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.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governors Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE 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 YourFutureBeginsHere@cs.ny.gov

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

Name Caroline Bearor

Telephone 5184734306

Fax

Email Address YourFutureBeginsHere@cs.ny.gov

Address

Street Empire State Plaza - Agency Building 1

Floor #10, Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email.

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