Administrative Assistant 1, SG-11 - StateJobsNY : Job Details

The New York State Department of Financial Services seeks to build an equitable, transparent, and resilient financial system that benefits individuals and supports business. Through engagement, data-driven regulation and policy, and operational excellence, the Department and its employees are responsible for empowering consumers and protecting them from financial harm; ensuring the health of the entities we regulate; driving economic growth in New York through responsible innovation; and preserving the stability of the global financial system.

The Department of Financial Services is seeking candidates for the position of Admnv Assnt 1 in the Human Resources Management. Duties include, but are not limited to, the following:

• Provides support to the Labor Relations and Performance Management team in all aspects of case management;
• Tracks and monitors all grievance activity to ensure deadlines are met;
• Maintains a Time and Attendance case management system, and monitors review dates;
• Maintains electronic case management system;
• Processes all invoices related to LR activities;
• Monitors shared mailbox, and ensures information is escalated to the correct team member;
• Handles PHF filing and PHF copying and redacting for Giglio and ADID requests;
• Other LRPM administrative duties as assigned;
• Assists the Recruitment Team in all facets of candidate sourcing, including postings, interviews and reference checks;
• Monitors shared mailboxes and ensures information is escalated to the correct Human Resources Specialist;
• Coordinates all vacancy posting activities, including monitoring posting close dates;
• Reviews documentation submitted by applicants, requesting additional information where necessary;
• Provides preliminary information to applicants regarding position specifics, including salary, benefits, working conditions, locations, agency/facility goals and objectives, and the structure and operation of State government; and
• Supervises subordinate staff in scheduling of interviews, conducting reference checks and posting activities.

Minimum Qualifications:

Appointment Method:

Minimum Qualifications: 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.

Trainee 2: One year of experience as described above. 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.

Journey Level: Two years of experience as described above. 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.

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 maybe 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 (see minimum qualifications above). At this time, agencies may recruit and hire employees by making permanent non-competitive appointments.

At a future date (within one year of 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.

List Appointment: Candidates must be reachable on the Civil Service eligible list for 38-701010.

Transfer: Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law. Information regarding transfer eligibility may be available on the Civil Service Career Mobility Office website at

Please Note that under Civil Service Law, an employee cannot have two consecutive upward 70.1 or 52.6 transfers without an intervening eligible list appointment if such transfers would exceed two salary grades.

Salary: $40,625 (Trainee 1) $45,260 (Trainee 2) $48,006 - $60,467 (Journey Level) Appointment Status: Permanent

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