Review Vacancy
AgencyEnvironmental Conservation, Department of
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $37998 to $46573 Annually
Minimum Qualifications Minimum Qualifications for Provisional Appointments:
1 year of permanent competitive service as an Office Assistant 1 (Keyboarding), Office Assistant 1 (Keyboarding Spanish Language), Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding Spanish Language), Law Department Document Specialist Trainee 1, Law Department Specialist Trainee 2, or Law Department Document Specialist.
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 9 or higher and:
Eligible for transfer under Section 70.1: Permanent competitive service as a Secretary 1, Secretary 2, Accountant Aide including Trainee 1 & 2, Administrative Aide, Agency Program Aide, Business Document Specialist 1 & 2, Environmental Conservation Program Aide including Trainee, Keyboard Specialist 3, Legal Assistant Trainee 1 & 2, Library Clerk 2 & 3, 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 Printing 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, http://www.cs.ny.gov/, 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.
If you are on an examination eligible list for the position title, you do not need to respond to this posting UNLESS you are also eligible for appointment by transfer, reinstatement or reassignment as defined above; or the appointment type is provisional or temporary. The eligible list(s) will be canvassed as appropriate. Always respond to an eligible list canvass.
Duties Description The Secretary 1 to the Bureau of Quality Assurance will provide independent administrative support to the Bureau’s program staff. Typical tasks will include, but not be limited to:
1. Organize and manage the administrative office to ensure that all tasks are being addressed and completed in a timely manner to achieve a smooth work flow while maintaining efficiency and accuracy
• Supervise part-time administrative staff
• Answer calls and greet visitors, respond to inquiries where appropriate and refer calls and visitors to appropriate staff
• Process bureau mail and maintain mail log
• Type / proofread / format / finalize / photocopy and distribute documents, reports, performance evaluations & correspondence
• Schedule meetings & conference calls
• Maintain an effective bureau tickler and filing system
• Coordinate travel for staff & process expense accounts
• Coordinate time off to ensure appropriate office coverage
2. Serve as Bureau Purchasing Agent
• Maintain and order office supplies & equipment applying agency guidelines to ensure proper paperwork is completed allowing for receipt of goods and payment in a timely manner.
• Track expenditures and maintain ledger providing monthly status reports of available funds and expenditures to date to the Bureau Director to ensure the Bureau is operating within its approved allocations or to allow timely request of additional funds to cover impending expenditures.
3. Ensure Inclusion of and Foster Communication with Off-Site Staff
• Maintain clear and timely communications to program’s off-site staff keeping them up-to-date on procedures and issues impacting the Bureau/Division/Agency.
4. Provide support to other Program Secretaries as needed
• Assist with telephone coverage on a daily basis.
• Provide administrative support to other program areas as needed.
• Seek assistance from others as needed to ensure tasks are completed on time.
Essential Functions:
• Able to operate a computer and have a working knowledge of standard computer programs used by the Department and Division
• Ability to proofread and correct written correspondence, applying proper formatting, word usage and grammar principals.
• Strong communication skills both in person, on the phone and with use of email.
• Must be able to efficiently handle the Director’s schedule using good organization skills.
• Able to represent the Director in dealing with program technical staff on administrative matters.
Additional Comments Hours and work schedule will be discussed at interview. Successful completion of a keyboarding performance test may be required.
Some positions may require additional credentials or a background check to verify your identity.
Email Address personnel@dec.ny.gov
Address
Notes on ApplyingPlease email/mail your resume to the above. Be sure to put (#16-00259) on your resume or it may not be accepted.
Qualified candidates should send a resume and Employment Application Form #S1000
http://www.dec.ny.gov/docs/administration_pdf/empapppart1s1000.pdf