Review Vacancy

Date Posted: 09/30/22
Applications Due: 10/14/22
Vacancy ID: 113562

Position Information

AgencyEnvironmental Conservation, Department of

TitleAdministrative Assistant 1 including Trainee 1 and 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $36964 to $53490 Annually

Employment Type Full-Time

Appointment Type Provisional

Jurisdictional Class Competitive Class

Travel Percentage 5%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Cortland

Street Address 1285 Fisher Ave

City Cortland

StateNY

Zip Code13045

Job Specifics

Minimum Qualifications Minimum Qualifications For Provisional Appointment:
One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at, https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm.
Please be advised, an exam announcement for the Administrative Assistant Trainee 1 has been issued (Exam Number 38-701) and the written test is scheduled to be held on November 5, 2022. To be eligible for provisional appointment, in addition to meeting the above minimum qualifications, candidates must also be registered for this exam. If a candidate meets the above minimum qualifications but is not registered for the upcoming exam, provisional appointment will not be possible.

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. A new two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $34,831 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $38,875) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. 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.

Working knowledge of Microsoft Word is preferred.

Duties Description The incumbent will provide professional administrative support for Administration, in addition to supporting the Lands & Forests and Fisheries Programs in the DEC Region 7 Cortland Office. Additional assistance supporting other programs and regional offices may also be required.

Specific duties for Administration will include:
Staff the main Cortland Sub-Office entrance as assigned, including phone duty rotation; direct inquires to the correct Agency Program Team.
Open mail, date stamp, and distribute it to appropriate staff upon receipt; mail correspondence and packages as requested. Order and organize office supplies. Enter data into spreadsheets and databases in an accurate fashion with minimal errors.
Coordinate with Administration Supervisor regarding daily work and special assignments on a regular basis. Maintain and update the Visitor Log in SharePoint as needed. Complete miscellaneous tasks in a professional manner that may be assigned by the Administration Supervisor and/or Regional Administration Specialist, to fulfill the needs for Region 7 Administration.
Obtain Notary Public credential to assist with legal correspondence.
Specific duties for Fisheries will include:
Coordinate the following: Temporary Revocable Permits (TRP’s), CP-3 Permits, Farm Fish Pond License, Stocking Permits, Spruce Pond State Forest Permits, Grass Carp Permits, Piranha Permits, Bait Licenses, Fish Stocking Notices, Volunteer Stewardship Agreements. Review and prepare paperwork, update database, mail and file copies. Collect required license fees, if any, and maintain an accurate accounting of collected fees.
Take calls for the main Fisheries extension and answer questions from the public regarding DEC and private stockings and hatcheries, fisheries related permits, boat launches, fishing access sites, fish-kills, and when necessary, direct caller to appropriate Fisheries staff person for additional assistance. Call volume varies throughout the year but is heaviest from March-September.
I Expense and Purchase Card – Prepare and submit travel reports for unit staff. Create expense reports as needed.
Mileage and Monthly Fuel Reports – Review all monthly vehicle reports for accuracy and RFM signature, submit to Operations staff.
Miscellaneous – Prepare Agency Correspondence, Scanning, Filing.
Monitor Fisheries Program email box as requested, respond to simple Fisheries Program inquires; distribute complex program inquires to the Regional Fisheries Manager or assigned program team members as directed.
Assist Fisheries Programs with team meetings, including face to face and virtual meetings and conference room scheduling in Outlook/Webex; record meeting minutes as requested.
Maintain updated records of regional fish stocking activities and send notices of upcoming fish stocking events to both ECO’s and designated volunteer stocking assistants, via email or by phone.
Specific duties for Lands & Forests will include:
Greet the public via phone, email, and in-person; transferring messages to appropriate State Forest team member. Respond to basic program inquiries.

Manage financial transactions including equipment purchases, travel accounts, and permit application fees. Track annual allocations and reconcile accounts.

Coordinate and process Temporary Revocable Permit Applications and Volunteer Stewardship Agreement Applications.

Prepare responses to inquiries concerning program policies and procedures for supervisor’s signature.

Assist and support for Internal Audits and SFI/FSC Certification Audits.

Coordinate program meetings through review of attendee’s available schedules. Assist with team meetings and conference calls, record meeting minutes.

Review outgoing correspondence for proper grammatical usage, clarity, and factual correctness, compliance with policy, program information, and conformance to instructions.

Maintain all Lands & Forests paper and digital files, with emphasis on the State Forest Product Sales Program. Enter data into the State Forest Inventory Database (SFID) for permits and local timber sales.

Prepare routine correspondence for Lands & Forests team, copy, and mail items as needed.
Update and maintain databases for permits, timber sales, and recreational facilities.
Maintain office supply inventory.

Monitor Forestry Program email boxes as requested, respond to simple Forestry Program inquires; distribute complex program inquires to the Regional/Supervising Forester or assigned program team members as directed.

Additional Comments Must have a valid driver’s license or demonstrate the ability to meet the transportation needs of the position. Travel may be required.

Some positions may require additional credentials or a background check to verify your identity.

Contact Information

Name Scott Mathews

Telephone 518-402-9273

Fax 518-402-9038

Email Address PostingResponses@dec.ny.gov

Address

Street 625 Broadway

City Albany

State NY

Zip Code 12233

 

Notes on ApplyingPlease mail/email your resume to the above. Be sure to include Posting #22-822 (Repost of #22-727) on your resume or it may not be accepted.