Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)

NYS Division of Homeland Security & Emergency Services; City of Albany (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

The NYS Division of Homeland Security and Emergency Services seeks an Administrative Assistant to support the Hazardous Materials Branch within the Office of Fire Prevention & Control. Responsibilities include routine office tasks, scheduling, correspondence, and records management.

Candidates may enter via NY HELPS with traineeship options; duties include travel planning, procurement assistance, and preparation of reports while assisting branch chiefs.

Qualifications

• Six months of experience in administrative support.
• One year of experience in administrative support for trainee 2 level.
• Two years of experience in administrative support for level 1.
• Required: use of office software, customer service, business writing, and/or office administration.

Responsibilities

• Independently respond to routine phone and email inquiries.
• Schedule meetings and appointments.
• Assist with travel planning and logistics.
• Maintain files, correspondence, documents, records, and materials.
• Perform routine office support activities (e.g., scanning, photocopying).
• Track and maintain various records and/or reports.
• Utilize Microsoft Office Suite and program-specific applications.
• Assist with procurement activities; develop and maintain the office filing system and manage record maintenance activities.
• Develop and maintain the office filing system and manage record maintenance activities.
• Review the proposed training course schedule to verify instructors are authorized.
• Prepare the proposed training schedule, send confirmations, and add to the Learning Management System.
• Prepare branch Monthly Reports.
• Attend meetings and prepare notes as required.
• Prepare and proofread correspondence for the two Branch Chiefs.
• Set up meetings for the branch chiefs.
• Perform other duties and projects as assigned.

Skills

Administrative support

Customer service

Office software

Business writing

Record maintenance

Education

Associates degree in office administration

IAAP Certified Administrative Professional (substitution)

Tools

Microsoft Office Suite

Learning Management System

Job description

Description

This position will report the Hazardous Materials Branch within the Office of Fire Prevention & Control.

Duties Include But Are Not Limited To The Following

• Independently respond to routine phone and email inquiries.
• Schedule meetings and appointments.
• Assist with travel planning and logistics.
• Maintain files, correspondence, documents, records, and materials.
• Perform routine office support activities (ie: scanning, photocopying.)
• Track and maintain various records and/or reports
• Utilize Microsoft Office Suite and various program specific applications.
• Assist with procurement activities; develop & maintain the office filing system and manage record maintenance activities.
• Develop and maintain the office filing system and manage record maintenance activities.
• Review the proposed training course schedule (verification that instructors are authorized to deliver requested course).
• Prepare the proposed training schedule, send confirmation, and add schedule to the Learning Management System.
• Prepare branch Monthly Reports.
• Attend meetings and prepare notes as required.
• Prepare and proofread correspondence on behalf of the two Branch Chiefs.
• Set up meetings for the branch chiefs.
• Perform other duties and projects as assigned.

Note

This position may be assigned to work at the OFPC Fire Operations Center and/or State Emergency Operations Center during activations and emergencies. The incumbent will be responsible for the effective administrative support and processing of work assignments for OFPC

Qualifications

Minimum Qualifications

NY HELPS

• This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position.

This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience and education.

• Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-8): Six months of experience in administrative support.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of experience in administrative support.
• Administrative Assistant 1, SG-11: Two years of experience in administrative support.

Required administrative support experience: 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 associates degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Dependent upon qualifications, if appointed as a trainee, successful completion of a one-year or two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. To be advanced to the full performance level of this title you must successfully complete a set training and development program.

REASSIGNMENT /TRANSFER

Current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Assistant 1 and are interested in reassignment; OR are a current New York State employee with one year or more of qualifying permanent or 55b/c service in a position eligible for transfer under Section 70.1 of the Civil Service Law.

NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.

Additional Comments

NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency's Telecommuting Program Guidelines.

• 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.

The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer.

In accordance with the NYS Human Rights Law, DHSES 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.

DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination.

In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.