Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)

Description

Duties Description

Under the general direction of the Branch Chief, Fire and Life Safety Branch, the Incumbent will provide administrative support to a team of branch Fire protection Specialists.

Duties Include But Are Not Limited To

• Answering telephone and email inquiries.
• Receive and process penalty payments and sparkling device certifications.
• Process inspections and create permits for colleges, state agencies, and sparkling devices.
• Monitor multiple mailboxes.
• Enter reports into a database and distribute appropriately.
• Act as the branch sparkling device registrar.
• Prepare travel accommodations and reports.
• Procure office supplies for the branch.
• Assist with the branch Internal Controls processes.
• Proficiency with Microsoft Office Suite.
• Attend meetings as required.
• Perform other duties and projects as assigned.
• Possession and maintenance of a valid Driver's License issued by the NYS Department of Motor Vehicle is required or otherwise demonstrate the capacity to meet the transportation needs of the job.
  
  

Qualifications

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).***

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position.

This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience and education.

• Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-8): Six months of experience in administrative support.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of experience in administrative support.
• Administrative Assistant 1, SG-11: Two years of experience in administrative support.
  
  

Required administrative support experience: 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.

Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

• NOTE: Candidates who have not previously served in a keyboarding title must demonstrate adequate keyboarding skills (e.g., the ability to type 30 words per minute with at least 96 percent accuracy) by passing the Keyboard Performance Test.
  
  

Dependent upon qualifications, if appointed as a trainee, successful completion of a one-year or two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. To be advanced to the full performance level of this title you must successfully complete a set training and development program.

Current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Assistant 1 and are interested in reassignment; OR are a current New York State employee with one year or more of qualifying permanent or 55b/c service in a position allocated to a Grade 6 or higher and eligible for transfer under Section 70.1 of the Civil Service Law.

NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.

Additional Comments

• 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. At a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
  
  

NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.