Review Vacancy
AgencyEnvironmental Conservation, Department of
TitleAdministrative Assistant 1 including Trainee 1 and 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $36964 to $53490 Annually
Minimum 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. 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.
Familiarity with Microsoft 365 and Adobe programs is required.
Duties Description The Administrative Assistant 1 position provides essential administrative support to approximately ten staff in the Division of Environmental Permits (DEP), as well as providing general support to other program staff within the office as needed. DEP manages hundreds of projects and permit applications annually, therefore the incumbent for this position must have strong organizational skills, must be self-motivated and comfortable working independently on tasks, and must have strong interpersonal skills. The incumbent must demonstrate an ability to actively coordinate with and be responsive to other agencies, Department staff, and the public. The Administrative Assistant 1 position requires the ability to multitask and prioritize work tasks.
The primary responsibilities of this position include:
• Entry of permit applications and determinations into a department-specific tracking database
• Receipt, logging, and distribution of mail and paperwork to the appropriate staff
• Answering phones and responding to in-person inquiries from the public and other agencies
• Monitoring multiple email inboxes and responding timely to email
• Maintaining meticulous tracking lists with important permitting deadlines
• Screening permit applications to determine state-regulated resources using web-based tools
• Creating and managing paper and electronic files for permit applications
• Setting up meetings, appointments, and web-based conference calls on behalf of DEP staff
• Scanning and purging paper files to maintain DEP’s electronic filing system
• Responding to FOIL requests with responsive records or reassigning to appropriate staff
• Review and formatting of outgoing correspondence and form letters
• Maintaining updated contact lists for internal and external contacts
• Tracking and maintaining supply inventory
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. Must be able to lift and move objects up to 10 pounds. Telecommuting may be available, will be discussed at interview.
Some positions may require additional credentials or a background check to verify your identity.