Administrative Assistant 1 / Trainee 1 / 2 - NY HELPS

About the role

The Administrative Assistant 1 (SG 11) is assigned to assist the Director, Assistant Director, Majors and Central Office Captains within the Division of Forest Protection. This position will be responsible for preparing various correspondences, reports and setting up meetings and will be knowledgeable in the process of preparing Commissioners correspondence and can meet work demands in a timely and effective manner. This position must be worked out of the Central Office.

Responsibilities

• Provide administrative support for the Central Office Command Staff and CO Captains
• Serve as primary contact for the Commissioners Correspondence Unit
• Collect and edit information for the compilation of the statistical summary
• Prepare statistical summary for the division
• Work with the Fiscal Captain to collect and maintain paperwork necessary for motor vehicle collisions for the Division
• Track and record all MVA reports for the Division
• Maintain Division training records
• Assist other support staff in screening and directing incoming telephone calls and inquiries within the Division
• Act as second point of contact for the Division’s Information Resource Coordinator (IRC)
• Maintain the Division SharePoint calendar and time off approved requests
• Pick up, sort and open mail for Division staff daily
• Order all Division office supplies
• Prepare certification cards/patches after Search and Rescue class is entered into Access database
• Prepare paper certificates for S130/S190 classes as needed
• Develop duty officer schedule, upload to SharePoint and send out updates as needed
• Print and issue business cards for the Division
• Maintain the limited continuous search file
• Temporarily assist the Fiscal Captain with processing invoices, vouchers and credit card reconciliation
• Temporarily assist the Fiscal Captain with maintaining inventory in the DFP storerooms
• Receive, unpack, sort, and repack for shipment various uniform and equipment items used by Forest Rangers
• Perform other duties assigned by the Division Director or designee as needed

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.

Non-competitive Qualifications

• 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
• 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
• 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 (and any language parenthetic for the above titles). Additional titles which qualify can be found on the Department of Civil Service website, search "GOT-IT".

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.

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