Administrative Assistant 2

About the role

The Administrative Assistant 2 provides staff assistance to the Executive Officer of the New York Naval Militia in the administration of a 2,500-member force. Incumbents are expected to determine the best methods and procedures to accomplish tasks and to independently produce a completed quality product while meeting operation deadlines. The incumbent will manage confidential information, personal identifiable information (PII), and HIPPA information in support of the directorate and agency mission. They are expected to interpret, advise and apply policies, procedures, rules, regulations and guidelines in support of the mission of the agency and the directorate.

Responsibilities

• Provide quality customer service by addressing telephone calls and greeting visitors, responding to Naval Militia members’ questions concerning program activities and procedures.
• Frequent verbal and written communication with a variety of individuals, including supervisors, or other program and administrative staff, and entities outside the agency.
• Preparation and review of written communication which may be in the form of general correspondence, reports, charts, presentations or electronic-mail (e-mail).
• May provide proofreading and formatting assistance on various departmental documents and communications.
• Assist in reviewing, designing, revising and controlling agency forms; as well as policy and procedures manuals related to directorate.
• Maintains office inventory, requisitions office supplies and makes purchases using personally assigned purchase agency credit card. Where applicable, facilitates emergency purchases utilizing the state credit card.
• Develop and implement methods of data analysis and tabulations of data for analysis. Draw conclusions from analyzed data and recommend action based on results of data. Prepare tables, charts, and reports to describe the analysis and document procedures and analytical methods.
• Affixes short-term and long-range work objectives and goals. Assist in the review, evaluation, and analysis of a variety of reports and records specific to the assignment.
• May assist in the compilation of data to be used in the preparation and analysis of agency budgetary submissions.
• Within established guidelines may assist in the monitoring of agency revenues and expenditures.
• May assist with various activities associated with the different directorates, especially those in the Budget and Finance units – purchasing, procurement, budgeting, and financial management/reimbursement.
• May assist with the reconciliation of various records to include credit cards, purchasing, travel and other documentation.
• May be required to work with and maintain records associated with or perform data entry for various data systems (state and federal) such as the Statewide Financial System (SFS), Leave and Accrual Tracking System (LATS), Statewide Learning and Management System (SLMS) and Maintenance Connection (MC software), a work order program, etc.
• Assists with managing and maintaining Naval Militia personnel records and assisting in the collection of documents to ensure payroll accuracy.
• Serves as the Education officer overseeing all aspects of coordinating the tuition reimbursement program for Naval Militia members.
• Serves as the property book manager assisting the Naval Milita’s property custodian on quarterly inventories.
• Administers the New York State Recruitment Incentive and Retention Program for the MNNM members.
• Assists Naval Militia members with the paperwork during the annual Service Member’s Group Life Insurance contribution reimbursement process.
• Makes travel arrangements to include purchasing travel tickets, arranging rental cars, lodging and other travel needs as required.
• Assists in the administration of the NYS Awards Program for the MNNM.
• Assists in the administration of the Naval Militia’s online membership and administrative forms submission software.
• Develops, implements and manages record-keeping systems and controls.
• Represents the Naval Militia at meetings, hearings, and conferences and on committees.
• Will be required to attend meetings and maintain notes and records from attendance.
• Coordinate events and communications involving MNNM and acts as the point of contact (POC) for member’s questions and the Headquarters POC for Reserve Units and Reserve Center Liaison Officers on all inquiries.
• Will be required to interact with and have frequent verbal, written and in-person communication with many departments and individuals including state and military personnel and supervisors.
• Will complete and attend training as required.
• May have to travel via various modes of transportation to meet job requirements.
• May train and supervise staff.
• Schedule adjustments may periodically be required.
• Additional hours may periodically be required.

Qualifications

The Administrative Assistant 2 provides staff assistance to the Executive Officer of the New York Naval Militia in the administration of a 2,500-member force. Incumbents are expected to determine the best methods and procedures to accomplish tasks and to independently produce a completed quality product while meeting operation deadlines. The incumbent will manage confidential information, personal identifiable information (PII), and HIPPA information in support of the directorate and agency mission. They are expected to interpret, advise and apply policies, procedures, rules, regulations and guidelines in support of the mission of the agency and the directorate.

Incumbent is the primary administrative support person in the New York Naval Militia coordinating correspondence, paper flow and day-to-day administrative support activities. by performing a wide range of tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. The incumbent will be expected to take initiative to accomplish tasks in the absence of the Executive Officer.

The incumbent may perform duties such as establishing office procedures; designing office filing systems; implementing policies and procedures; maintaining efficient work flow; resolving day-to-day operational problems; responding to phone calls; sorting mail; organizing, expediting and following up on projects; reconciling travel and expenditures; answering and sorting emails. The incumbent must exercise considerable professionalism and independence in the performance and prioritization of assigned tasks. The tasks performed are part of a broad responsibility which requires that the incumbent to be aware of virtually everything happening in the organizational unit.

The Administrative Assistant 2 will perform all duties and responsibilities of the Administrative Assistant 1 and are typically considered as second-level supervisors and will provide a full range of supervision to assigned subordinate staff. The Administrative Assistant 2 is expected to work under broad guidelines, select the best course of action from a number of alternatives, and set their own priorities based on a review of the work to be performed and their knowledge of the program and office procedures.

The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel. This position is management/ confidential and is not covered under labor contract provisions within the DMNA.

Responsibilities may include, but are not limited to the following:

• Provide quality customer service by addressing telephone calls and greeting visitors, responding to Naval Militia members’ questions concerning program activities and procedures.
• Frequent verbal and written communication with a variety of individuals, including supervisors, or other program and administrative staff, and entities outside the agency.
• Preparation and review of written communication which may be in the form of general correspondence, reports, charts, presentations or electronic-mail (e-mail).
• May provide proofreading and formatting assistance on various departmental documents and communications.
• Assist in reviewing, designing, revising and controlling agency forms; as well as policy and procedures manuals related to directorate.
• Maintains office inventory, requisitions office supplies and makes purchases using personally assigned purchase agency credit card. Where applicable, facilitates emergency purchases utilizing the state credit card.
• Develop and implement methods of data analysis and tabulations of data for analysis. Draw conclusions from analyzed data and recommend action based on results of data. Prepare tables, charts, and reports to describe the analysis and document procedures and analytical methods.
• Affixes short-term and long-range work objectives and goals. Assist in the review, evaluation, and analysis of a variety of reports and records specific to the assignment.
• May assist in the compilation of data to be used in the preparation and analysis of agency budgetary submissions.
• Within established guidelines may assist in the monitoring of agency revenues and expenditures.
• May assist with various activities associated with the different directorates, especially those in the Budget and Finance units – purchasing, procurement, budgeting, and financial management/reimbursement.
• May assist with the reconciliation of various records to include credit cards, purchasing, travel and other documentation.
• May be required to work with and maintain records associated with or perform data entry for various data systems (state and federal) such as the Statewide Financial System (SFS), Leave and Accrual Tracking System (LATS), Statewide Learning and Management System (SLMS) and Maintenance Connection (MC software), a work order program, etc.
• Assists with managing and maintaining Naval Militia personnel records and assisting in the collection of documents to ensure payroll accuracy.
• Serves as the Education officer overseeing all aspects of coordinating the tuition reimbursement program for Naval Militia members.
• Serves as the property book manager assisting the Naval Milita’s property custodian on quarterly inventories.
• Administers the New York State Recruitment Incentive and Retention Program for the MNNM members.
• Assists Naval Militia members with the paperwork during the annual Service Member’s Group Life Insurance contribution reimbursement process.
• Makes travel arrangements to include purchasing travel tickets, arranging rental cars, lodging and other travel needs as required.
• Assists in the administration of the NYS Awards Program for the MNNM.
• Assists in the administration of the Naval Militia’s online membership and administrative forms submission software.
• Develops, implements and manages record-keeping systems and controls.
• Represents the Naval Militia at meetings, hearings, and conferences and on committees.
• Will be required to attend meetings and maintain notes and records from attendance.
• Coordinate events and communications involving MNNM and acts as the point of contact (POC) for member’s questions and the Headquarters POC for Reserve Units and Reserve Center Liaison Officers on all inquiries.
• Will be required to interact with and have frequent verbal, written and in-person communication with many departments and individuals including state and military personnel and supervisors.
• Will complete and attend training as required.
• May have to travel via various modes of transportation to meet job requirements.
• May train and supervise staff.
• Schedule adjustments may periodically be required.
• Additional hours may periodically be required.