Administrative Assistant 1/Trainee 1/2

Duties Description
Assist in all administrative matters in the New York City office for Youth Development & Partnerships for Success (YDAPS), as well as other internal and external partners as requested.

Assist with all points of administrative support for the Director of the Bureau of Youth Justice Services (BYJS) and other division staff

Maintain the Director's calendar to schedule or edit meetings via Outlook and WebEx. Set up reminders and agendas and consistently check for scheduling conflicts.

Coordinate travel arrangements for the Director and take responsibility for the collection and completion of documentation to process travel authorizations as well as travel expense reports in SFS.

Provide customer service and help to manage the flow of communications. Assist with letters and correspondence, policies, excel sheets, policy documents for formatting, accuracy and distribution

Work closely with YDAPS Personnel liaison to ensure a smooth transition when employment begins and ends with an emphasis on site-specific tasks (onboarding, offboarding); schedule interviews with candidates and provide all relevant materials for interviews for YDAPS/NYCRO search team.

Make purchases on behalf of YDAPS; adhere to YDAPS and OCFS administrative procedures and assist with measures to improve workflow and office efficiency; ensure appropriate file retention and storage when needed; troubleshoot office equipment issues and work with Office of Management Services and IT regarding repairs and problem solving; maintain office supplies and space needs.

Follow up with DJJOY Classification and Movement Unit; complete intake for youth housed in alternative jail placements; send weekly temporary jail placement report; complete preventive audit tracker; distribute quarterly reports to voluntary agencies; assist with aftercare audits; keep inventory and place orders though SFS; seek guidance from BYJS supervisor as needed; inform BYJS supervisor of all time off so they can provide coverage.

Fleet management/coordinator responsibilities, which includes completing the monthly fleet report, track maintenance, collect mileage reports, and other related tasks.

Minimum Qualifications
Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer;

A two-year traineeship (Administrative Assistant Trainee 1 & 2 NS= Grade 8 and 10 and leading to Administrative Assistant 1, Grade 11) is available.

Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.

All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.

Open to the Public: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).* The minimum qualifications through the NY HELPS are:

Aministrative 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.

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.

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.

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.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Additional Comments
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. Upon one year of permanent 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.

Background Investigation Requirements

• All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee's employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information, and may be required to pay any necessary fees.
• All prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees will be required to pay any necessary fees.
• For Division of Juvenile Justice and Opportunities for Youth (DJJOY) prospective appointees will be checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable.

The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff, and encourage applicants from marginalized communities to apply. In furtherance of Executive Order 31 and OCFS's mission to have a diverse workforce, all people with disabilities are encouraged to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.