Administrative Assistant 1 / Trainee 1 / 2 - NY HELPS

Duties Description Position Narrative:

This posting is for an Administrative Assistant 1 (AA1) within the Division of Water’s (DOW), Director’s office. The candidate will support DOW’s Director’s as well as division programs and program initiatives.

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 for the Director and Assistant Directors 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 for the Director and Assistant Directors 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. Maintains and updates division lists, spreadsheets and information as needed.

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.

Preferred Additional Qualifications:

• Excellent written, oral and interpersonal communication skills
• Proficiency working with databases, and Microsoft Excel, Word, Outlook,Power Point and Access
• Possess a strong attention to detail and the ability to work with large amountsof data.
  

Additional Comments Must have a valid driver’s license or demonstrate the ability to meet the transportation needs of the position.
Telecommuting may be available up to 50% of work schedule, 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.
If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please email: equity@dec.ny.gov.

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).