Administrative Assistant 1 / Trainee 1 / 2 - NY HELPS

Description

Duties Description

Administrative Assistants for DEC’s Division of Regional Administrative ensure the efficient operation of an office or Program by performing a wide range of administrative tasks related to procurement; correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. Duties can include any or all of the following in varying capacities:

Procurement

• Make purchases with a procurement card or by creating a purchase requisition in the Statewide Financial System (SFS). and reconcile charges in SFS.
• Review purchase requisitions to ensure conformance with appropriate rules, regulations and agency procedures and policies.
• Select the most appropriate method of procurement considering New York State’s purchasing guidelines and New York State Finance Law.
• Certify that commodities or services ordered are delivered as requested in accordance with specifications and direct payment.
• Maintain and update files for purchases and compose reports for managerial review
• Review requests for stock supplies or equipment and determine procedures to be followed.
• Create, submit, and assist staff with travel expense reports in SFS. May assist with making travel arrangements.
  
  

General office support

• Frequent use of Microsoft 365 programs such as Outlook, Word, Excel, Lists, SharePoint, Teams, and OneDrive.
• Assist at the Reception Desk when necessary by providing all day and/or lunch relief; welcome visitors; maintain the visitor log; ensure visitors are directed to correct location using the department directory.
• Sets up and manages paper and electronic filing systems.
• Creates, maintains, and enters information into spreadsheets and databases.
• Coordinates conferences, meetings, or special events, such as luncheons.
• Composes, types, and distributes, correspondence, and reports.
• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
• Receive, pick up, deliver, open, appropriately record, date stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods and materials.
• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons, as needed.
• Creates conference or event materials such as flyers or invitations.
• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
  
  

Qualifications

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. 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 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".

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 $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 Qualifications

Proficient experience with use of the Statewide Financial System (SFS) and Microsoft applications such as Outlook, Teams, SharePoint, Word, Excel, Forms, Lists, OneDrive, and OneNote. Proficient knowledge of basic State finance law and procurement guidelines.

Additional Comments

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.

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.