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

About the role

Under the direct supervision of the Park Manager 1, SG-18, this position performs a broad range of administrative and clerical duties to support camp operations, maintenance coordination, and regulatory compliance. The role interfaces with park supervisors, trades staff, engineering, HR, and camp organizations to ensure accurate record-keeping, timely reporting, and smooth permit processing.

Responsibilities

• Complete and reconcile purchases in the Statewide Financial System (SFS).
• Assist Park Supervisors, trades generalists, and field carpenters with administrative tasks related to rental agreements, insurance, mandatory training, building inspections, state physicals, computer assistance, and other paperwork.
• Prepare and submit hiring paperwork to HR; enter and review payroll; maintain time and attendance records.
• Collect all dam reports and share with engineering staff for review; collect vehicle and equipment fuel sheets, compile data, and share with garage employees.
• Fill out work orders for regional maintenance and garage assistance; issue road permits, off-season permits, and special event permits.
• Send bills/invoices to all camp organizations; collect necessary operating paperwork, documents, insurance, etc. from each camp.
• Compile and update dam Emergency Action Plans; collect seasonal surveys and compile resulting data.
• Work with camps to determine specific needs and relay information to Park Manager and park supervisors.
• Monitor phones, voicemails, and radio communication; create annual on-call schedule for park supervisors.
• Assist with tracking budgets for both the camp department and the NYWORKS field carpenters.
• Complete lease renewals between the Palisades Interstate Park Commission (PIPC) and other organizations.
• Take and disseminate meeting notes; maintain a clean office facility.
• This position may supervise lower-level and seasonal staff and communicate effectively with staff and park patrons in a responsible and courteous manner.

Requirements

• Six months of experience in administrative support, including use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
• If verifiable, part-time and volunteer experience will be accepted and pro-rated.

Qualifications

• Administrative Assistant Trainee 1 (Non-Statutory Equated To SG-8): Six months of qualifying experience; completion of a 12-month training program leads to Trainee 2.
• Administrative Assistant Trainee 2 (Non-Statutory Equated To SG-10): One year of qualifying experience; completion of a 12-month training program leads to the full level of the title.
• Administrative Assistant 1, SG-11: Two years of qualifying experience. Substitution: IAAP Certified Administrative Professional certification or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Skills

• Experience with office applications such as SFS (Statewide Financial System), HRIS (Human Resources Information System), and LATS (Leave & Accrual Tracking System).
• Proficiency in Microsoft Outlook, Word, and Excel.

Operational Needs

• Applicants may be required to work weekends and holidays as needed.
• Must possess and maintain a valid New York State driver’s license.
• Must obtain and maintain AED, CPR, and First Aid Certification during the probationary period.