Position Information

NY HELPYes

AgencyEnvironmental Conservation, Department of

TitleAdministrative Assistant 1 / Trainee 1 / 2 - NY HELPS (2 Postions)

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 625 Broadway

City Albany

StateNY

Zip Code12233

Job Specifics

Duties Description These positions are in the Division of Environmental Remediation (DER) Central Office. Each Administrative Assistant 1 will be responsible for executing distinct administrative services for the Division. Incumbents must demonstrate the ability to prioritize workload and work independently. Candidates must demonstrate social skills necessary to work with Department staff in DER and other Divisions.

(1) This position is in the Division Director’s office. The Administrative Assistant 1 will:

•Provide administrative aid to the Division.
•Type and finalize complex letters, memos, reports, contracts, agreements and applications for proper formatting, grammar, punctuation, for all seven bureaus in DER Central Office as well as for all nine regional offices.
•Coordinate the reservation of meeting rooms for DER meetings and other meetings as needed.
•Assemble weekly, quarterly and monthly reports.
•Receive incoming calls to the Division.
•Bulk Storage Program: Open and stamp incoming PBS registration applications. Referring to PBS/CBS logging instructions. BTS Site Control Section (SCS): Open incoming mail for SCS and process according to procedure.
•Update the Litigation Holds spreadsheet.
•Complete special projects and duties as assigned.
•Knowledge of Excel and Adobe is needed.

(2) This position is in the Bureau of Program Management. The Administrative Assistant 1 will:

•Provide administrative aid to the Division.
•Type and finalize complex letters, memos, reports, contracts, agreements and applications for proper formatting, grammar, punctuation, for all seven bureaus in DER Central Office
•Work with the Information Technology Coordinator to support the technology needs of DER.
•Assist efforts to provide coordination and support for DER’s primary database (Unified information System/UIS).
•Function as a liaison to ITS (Information Technology Services), assisting efforts to manage computer, telephone, and communication issues for DER staff.
•Provide support for DER’s Enterprise Content Management System (DECDocs/D2).
•Reconcile transactions on DER’s procurement card using the State Financial System.
•Purchase printer cartridges for DER and contact ITS for printer repairs.
•Complete other projects/tasks as assigned.

Minimum 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.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

Non-competitive qualifications for NYHELPS:

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
Or

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
Or

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.

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

*Note: Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $40,391 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $45,081) leading to Administrative Assistant 1, Grade 11 ($47,695). 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.

Additional Comments Telecommuting may be available, will be discussed at interview.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

The Department of Environmental Conservation (DEC) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. DEC is committed to developing a workforce which represents the diverse population of New York State. DEC embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

Please be advised, the New York State Department of Environmental Conservation does not use E-Verify, and we are unable to provide sponsorship for employment visa statuses (i.e. H-1B, Self-Sponsorship, STEM OPT).

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Megan Miller

Telephone 518-402-9273

Fax 518-402-9038

Email Address PostingResponses@dec.ny.gov

Address

Street 625 Broadway

Personnel, 10th Floor

City Albany

State NY

Zip Code 12233

 

Notes on ApplyingPlease mail/email your resume to the above. Be sure to include Vacancy #25-204340 on your resume or it may not be accepted.