Position Information

NY HELPYes

AgencyHomeland Security and Emergency Services, Division of

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

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Oneida

Street Address 5900 Airport Road

City Oriskany

StateNY

Zip Code13424

Job Specifics

Duties Description The incumbent of this position will report to the Administrative Office within the State Preparedness Training Center (SPTC).

Duties include but are not limited to the following:

·Provide administrative support to the State Preparedness Training Center (SPTC) Administrative Office.

·Respond to a high volume of telephone calls, voicemail messages, and emails to effectively manage inquiries and answer routine questions.

·Schedule appointments and meetings.

·Be proficient in Microsoft Word, Excel, Outlook, State Learning Management System (SLMS), Acadis, Learning Management System (LMS), and other software applications adopted for use by DHSES. Draft and edit written or visual material, including training guides and presentations.

·Prepare reports using statistical and narrative information as assigned.

·Organize and maintain filing systems, paper and electronic mail, data entry and simple data functions to create and maintain spreadsheets and databases.

·Maintain the SPTC Training calendar, handle correspondence, reports, and other documents prepared by SPTC management and arrange meetings integral to the work of the office on an ongoing basis.

·Provide administrative support services, recommendations, and assistance to staff, including the editing, reviewing, formatting, and distribution of written documents in accordance with agency procedures and the preparation of complex statistical reports, related charts, and graphs.

·Assist in monitoring expenditure.

·Demonstrate good organizational and technical skills when scheduling and completing work assignments.

·Assist other office staff members with their duties and fulfill their duties in their absence.

·Other assignments and duties as needed.

Preferred Qualifications:

·Active listening, speaking to others to effectively convey information, and awareness of others' reactions and understanding their reactions.

·Clear and concise transmission of ideas in writing by including clear and accurate information, proper use of grammar, spelling, syntax, and composition.

·Project management skills in addition to basic organizational and planning skills.

·Time management skills.

·Ability to identify complex problems and review related information to evaluation options and assist in solutions.

·Ability to follow directions issued orally and in writing.

·Ability to orally express ideas and communicate information so others will understand.

·Ability to arrange things or actions in logical order, according to specific rule(s), both preexisting and created by the Division.

·Concentration on tasks over extended periods of time without being distracted or losing interest.

·Ability to draft and edit written material by applying the basic rules of spelling, grammar, punctuation, syntax, and word choice for a variety of audiences.

·Ability to perform basic calculations (i.e., addition, subtraction, multiplication, or division) quickly and correctly.

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 associate's 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 55b/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.

How to Apply

Name Human Resources/MC

Telephone 518-486-5700

Fax 518-485-8432

Email Address HRresumes@dhses.ny.gov

Address

Street NYS Division of Homeland Security and Emergency Services

1220 Washington Ave., Bldg. 7A

City Albany

State NY

Zip Code 12226

 

Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 209026 in the subject line of your application email to HRresumes@dhses.ny.gov