Emergency Operations Administrative Assistant

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

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.