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Review Vacancy

Date Posted 02/29/24

Applications Due03/11/24

Vacancy ID152628


AgencyHomeland Security and Emergency Services, Division of

TitleAdministrative Assistant 1 - VID 152628

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $38073 to $55093 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Schuyler

Street Address 600 College Ave.

City Montour Falls


Zip Code14865

Minimum Qualifications Current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6* or above and eligible for transfer under Section 70.1 of the Civil Service Law.

Candidates must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a Keyboard Specialist performance test.

*Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. Candidates appointed to the traineeship levels must complete all required mandatory and elective coursework prior to end of the traineeship.

Duties Description Under the direction of the Training Specialist 2, SG-23/Administrative Specialist 2, SG-23, the incumbent provides administrative support to the OFPC Training /Operational Support Administration staff.

Duties include, but are not limited, to the following:

• Independently respond to routine phone and email inquiries.
• Schedule meetings and appointments.
• Assist with travel planning and logistics
• Maintain files, correspondence, documents, records, and materials.
• Perform routine office support activities (Le.: scanning, photocopying).
• Track and maintain various records and/or reports using various agency systems such as SLMS / LMS / NFIRS /SPDS.
• Utilize Microsoft Office Suite and various program specific applications.
• Perform the full range of supervisory responsibilities when needed.
• Assist with procurement activities; develop & maintain the office filing system and manage record maintenance activities.
• Perform other duties as required.

Training Specific Duties:
• Assist with the development and maintenance of training program design consistency
• Assist with maintenance of training programs on the E-learning module of the Acadis Learning Management System.
• Assist with the preparation and formatting of lesson plans and course materials for training programs.
• Assist with obtaining and assessing instructor and student feedback on training programs.
• Update records and documentation of training programs across all OFPC branches.

Administration Specific Duties:
• Review and Process applications for New York State Certifications as found in the Minimum Standards for Firefighting Personnel in the State of New York.
• Review and process applications for the National Certification program.
• Review and process requests for the participation of career fire departments in New York State in the Basic Fire Training Program and In-Service Training Program as required by New York State regulations.
• Answer the Office of Fire Prevention and Control main phone line.
• Develop and maintain the office filing system and manage record maintenance activities.
• Review the proposed training schedule (verification that instructors are authorized to deliver requested course).
• Prepare the proposed training schedule, send confirmation, and add schedule to the Learning Management System.
• Review and process the State Fire Instructor Payroll Vouchers, pull correlating proposed schedules, verification that payment request is accurate for date time and location.
• Enter vouchers into the Scheduling, payroll data system for processing at the appropriate rate of pay of instruction, with correlating voucher number.
• Maintain OFPC Recruitment and Retention email box with specific questions and details to the Recruitment and Retention program.
• Review and approve W9’s uploaded into the LMS system when students are registering for the specified courses.
• Review and approve the Chiefs attestation form thru the specified email account
• Create list of submissions of approved students and w-9 forms to designated email for processing of payment with Invoice.
• Prepare and verify Monthly Stipend Reports.
• Update records and documentation of payments through the stipend program.

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

Name Human Resources/EP

Telephone 518-473-5282

Fax 518-486-1631

Email Address


Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242


Notes on ApplyingPlease submit a cover letter and resume detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.

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