Administrative Assistant 1 / Trainee 1 / 2 - NY HELPS

NYS Department of Environmental Conservation; City of Albany (NY); Hybride; USD 42 000 - 52 000; Plein temps

Avantages offerts par ce poste

Holiday & Paid Time Off

Pension

Health care options

Résumé du poste

The New York State Department of Environmental Conservation is seeking an Administrative Assistant 1 to support the Division Director, Assistant Director, and Administrative Specialist in the Division of Communication, Education, and Engagement. This entry-level clerical role handles scheduling, public communications, and paperwork with strong organization.

Responsibilities include coordinating meetings and travel, managing shared email, filing both paper and electronic systems, and assisting

Qualifications

• Two years of experience in administrative support, including use of office software, customer service, and business writing.

Responsabilités

• Scheduling meetings and managing schedules.
• Interview scheduling.
• Shared email box support.
• Paperwork organization.
• Coordinate conference, meetings, or events.
• Composes, types, and distributes meeting notes, correspondence, and reports.
• Assist with Conservationist magazine promotion and subscriptions.
• Assist with summer camps administration and staff paperwork.

Connaissances

Microsoft Office

Outlook

Organization

Customer service

Outils

SFS (State Financial System)

Description du poste

Duties Description

The Administrative Assistant 1 will play a crucial role in supporting the Division Director, Assistant Director, and Administrative Specialist in the Division of Communication, Education, and Engagement. This position assists with a wide range of entry-level clerical tasks from management staff, communicating with the public, managing schedules, and processing paperwork. Strong organizational skills are preferred.

Description

The Administrative Assistant 1 will play a crucial role in supporting the Division Director, Assistant Director, and Administrative Specialist in the Division of Communication, Education, and Engagement. This position assists with a wide range of entry-level clerical tasks from management staff, communicating with the public, managing schedules, and processing paperwork. Strong organizational skills are preferred.

Duties

• Scheduling meetings and managing schedules
• Interview scheduling
• Shared email box support
• Paperwork organization
• Commissioner Correspondence Unit requests
• State Financial System (SFS) – reconciling travel
• Ordering supplies
• Creating camp sponsor codes
• Coordinating property tags
• Camp refunds
• Answering phones
• Notary public certification preferred but not required
• Tracks and coordinates assignments
• Sets up and manages paper and electronic filing systems
• Proficient in Microsoft Office Suite and Outlook
• Coordinates conferences, meetings, or special events
• Composes, types, and distributes meeting notes, correspondence, and reports
• Assist with Conservationist magazine promotion by setting up, taking down, and working at the Conservationist booth at the NYS fair; selling Conservationist subscriptions and entering in subscriber data into the subscription database
• Assist with Summer camps administration across the state at all 4 summer camps; including staff training, organizing employment paperwork, staff certifications, on-site supply inventory, on-site clothing inventory
• Assist the Director and Assistant Director at various meetings across the state; checking in staff, taking meeting notes, setting up meeting space, on site event coordination
• Assist with environmental education administration duties at all 4 environmental education centers; taking meeting notes, recording supply inventory
• Other duties as assigned

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, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

Non-competitive Qualifications For NYHELPS

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.

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.

Competitive Qualifications

Reassignment – Currently in the title and an employee of DEC

OR

Reinstatement Eligible – Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis

OR

Transfer Eligible – One year of permanent competitive service at Salary Grade 6* or higher and:

Eligible for transfer under Section 70.1: Permanent competitive service as an Administrative Assistant 1 (formerly Secretary 1), Administrative Assistant 2 (formerly Secretary 2), Accountant Aide including Trainee 1 & 2, Business Document Specialist 1 & 2, Program Aide, Legal Assistant Trainee 1 & 2, Library Clerk 2 & 3, Office Assistant 1, Office Assistant 1 (Keyboarding), Office Assistant 2, Office Assistant 2 (Calculations), Office Assistant 2 (Customer Service), Office Assistant 2 (Keyboarding), Office Assistant 2 (Stores/Mail), Office Assistant 3, Office Assistant 3 (Calculations), Senior Offset Machine Operator, Stores & Mail Operations Supervisor.

Also, any language parenthetical for the above titles. Additional titles which qualify can be found on the Department of Civil Service website, search "GOT-IT".

• Note: Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $42,209 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $47,110) leading to Administrative Assistant 1, Grade 11 ($49,841). Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each 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.

Additional Comments

Must have a valid driver’s license or demonstrate the ability to meet the transportation needs of the position.

Transportation needs of this position require use of a state vehicle and adhering to the Department’s Vehicle Policy. You must have and maintain a valid driver’s license for this position.

Travel may be required.

Overtime may be required.

Overnight travel may be required.

Weekends and holidays may be required.

Telecommuting may be available up to 50% of work schedule, will be discussed at interview.

Benefits

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

The Department of Environmental Conservation (DEC) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. DEC is committed to developing a workforce which represents the diverse population of New York State. DEC embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please email: [e-mail].

Please be advised, the New York State Department of Environmental Conservation does not use E-Verify, and we are unable to provide sponsorship for employment visa statuses (i.e. H-1B, Self-Sponsorship, STEM OPT).