Review Vacancy
AgencyEnvironmental Conservation, Department of
TitleAdministrative Assistant 1 including Trainee 1 and 2- NY HELPS
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitOSU - Operational Services Unit (CSEA)
Salary RangeFrom $38073 to $55093 Annually
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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
Non-Competitive:
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Competitive:
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".
If you have not already demonstrated proficiency in keyboarding, you will have to demonstrate that you meet the minimum proficiency in keyboarding.
*Note: Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $38,073 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $42,493) leading to Administrative Assistant 1, Grade 11. 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.
PREFERRED QUALIFICATIONS
The successful candidate should have following preferred qualifications:
• Ability to find creative solutions to difficult and complex problems within a team atmosphere.
• Experience with general office operations and completion of administrative and clerical duties.
• Expertise in MS Office Suite, especially proper best practices in the use of MS Outlook, Excel, Word, Teams, etc…
• Strong written communication skills
Duties Description OVERVIEW:
The Administrative Assistant 1 (AA1) position within DOW’s Director’s Office is a fast paced and meaningful position that helps to implement the State’s water resource protection programs, combat water quality pollution, and adapt to a changing climate by ensuring the efficient daily operations of the Division of Water.
The New York State Department of Environmental Conservation’s (DEC), Division of Water (DOW) is responsible for ensuring the protection and conservation of NY's waters by monitoring and assessing the health of the State’s waters; establishing water quality standards and regulations; awarding and managing grants to municipalities to improve water quality; developing and regulating permits and clean water plans to regulate pollutant discharges; and reducing impacts from flooding and coastal erosion.
ESSENTIAL FUNCTIONS:
The AA1 reports directly to the Division’s Administrative Specialist in the Director’s Office and is responsible for directly managing the office’s daily operations, interactions with the public, communications with agency executives and other divisions, and effectively managing and organizing email, schedules, travel, and expense reporting of both the Director and Assistant Director of the Division of Water.
The AA1 is also responsible for, but not limited to, the following essential functions:
• Handles daily communications with the general public and agency executive:
For example, answering phone calls and email to handle inquiries and directing them to the right people, checking and distributing incoming mail, tracking progress and completion of the Division’s written communications through the Agency’s Commissioner’s Correspondence Unit (CCU), and coordinating the Division’s responses to Freedom of Information Law (FOIL) requests for information.
• Maintains DOW management scheduling and events:
Includes managing and organizing email, schedules (organizing and confirming appointments), travel arrangements, and expense reporting of both the Director and Assistant Director of the Division of Water.
• Coordinates conferences, meetings, and special events:
Including direct coordination of logistics for DOW’s Management Team’s Regional Office visits, Regional Water Engineer meetings, and All-Staff Meeting.
• Completes other daily clerical work of the Division:
For example, operates office equipment, maintains office supplies, and arranges for repairs and purchases, establishes various office procedures, and keeps track of daily operations as needed.
In addition to the aforementioned essential duties, the successful candidate must also:
• Have a valid driver’s license or demonstrate the ability to meet the transportation needs of the position.
• Available to work over-time, on occasion, as needed to complete the work of the Division
Additional Comments Must have a valid driver’s license or demonstrate the ability to meet the transportation needs of the position. Overtime may be required. 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.
Some positions may require additional credentials or a background check to verify your identity.