Primary administrative assistant to the Division Director: arranging travel, prepare travel expense submissions, set up and maintain filing, preparing documents, triaging and transferring phone calls from internal and external stakeholders, scheduling meetings and reserving meeting rooms or video conferencing equipment, maintaining Outlook calendar, handling Division mail, ordering supplies.
Prepare, manage, and track Division correspondence including CCU’s requests.
Track Legislation comments.
Keep current Division staff rosters, phone numbers, office locations, and Outlook email lists.
Help manage and track Division out of state travel request submissions.
Prepare and track all Division requests for Office of Information Technology services (ITS) such as: ordering phones, computer issues, new employee requests, and repairs.
Conduct all necessary Division equipment inventory and track equipment disposition.
Assist in supporting Division training (mandated and specific- ie boat aquatic safety and etc). Assess training needs, locating appropriate training, schedule and track completion.
Assist in supporting communications staff with arranging events including scheduling, facilitating virtual access/components, preparing material for events, sign in sheets and attendee tracking.
Assist with management and tracking Division vessel and vehicle pool usage.
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.