Review Vacancy
AgencyHomeland Security and Emergency Services, Division of
TitleAdministrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $58447 Annually
Appointment Type Contingent Permanent
Duties Description The incumbent of this position will report to the Finance Unit within the Office of Disaster Recovery Programs.
Duties include but are not limited to the following:
• Carry out administrative duties such as meeting minutes, note-taking/dictation, tracking various transactions - most with time sensitivities, filing, and scanning documents.
• Attend meetings with FEMA, state agencies, and applicants as needed.
• Conduct meeting organization - room/location reservations, set up conference lines, setup & manage virtual meetings, send & track responses, agenda development with Director's guidance.
• Manage Outlook calendars for Recovery Finance Director & Chief of Finance to include scheduling meetings with internal and external parties, scheduling time for tasks, flagging due dates, etc.
• Provide travel assistance to include: reservations (hotel/transportation) and expense report reconciliation in SFS.
• Produce and distribute correspondence memos, letters, and forms. Track, review and format executive correspondence memos, letters, presentations and internal routing documents.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications;establishing personal networks.
• Handle sensitive information in a confidential manner.
• Reply to emails, telephone or face to face inquiries.
• Create and maintain filing systems / records management structures.
• Resolve day-to-day administrative operational issues.
• Coordinate information flow by acting as liaison among executives, staff, other employees and the public.
• Oversee the office supply needs of the section and make appropriate requests per an internal process.
• Potential to supervise staff and perform the full range of supervisory duties.
• Perform other duties and special projects as required.
• Support and staff active Disaster Assistance Centers and Federal/State Joint Field Offices and serve as a lead state recovery program representative or in other leadership roles during active disasters.
• Travel may be required, including during evening and weekends, approximately 10% depending on mission and assignment. Possession and maintenance of a valid Driver’s License issued by the Department of Motor Vehicle is required, or otherwise demonstrate the capacity to meet the transportation needs of the job.
*Work schedule may vary based on operational need. Occasional overtime may be required.
Minimum Qualifications NY HELPS
***This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position.
This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience and education.
**Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-8): Six months of experience in administrative support.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of experience in administrative support.
• Administrative Assistant 1, SG-11: Two years of experience in administrative support.
Required administrative support experience: use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associates degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Dependent upon qualifications, if appointed as a trainee, successful completion of a one-year or two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. To be advanced to the full performance level of this title you must successfully complete a set training and development program.
REASSIGNMENT /TRANSFER
Current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Assistant 1 and are interested in reassignment; OR are a current New York State employee with one year or more of qualifying permanent or SSb/c service in a position allocated to a Grade 6 or higher and eligible for transfer under Section 70.1 of the Civil Service Law.
NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.
Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.
NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency's Telecommuting Program Guidelines.
***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. At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer.
In accordance with the NYS Human Rights Law, DHSES does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics.
DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination.
In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRresumes@dhses.ny.gov
Address
Street NYS Division of Homeland Security and Emergency Services
1220 Washington Ave., Bldg. 7A
Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 211166 in the subject line of your application email to HRresumes@dhses.ny.gov