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Review Vacancy

Date Posted 03/04/24

Applications Due03/20/24

Vacancy ID152856

AgencyEnvironmental Conservation, Department of

TitleAdministrative Assistant 1 including Trainee 1 and 2- NY HELPS

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

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

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Cortland

Street Address 1285 Fisher Avenue

City Cortland

StateNY

Zip Code13045

Minimum Qualifications 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.


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. 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.
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.
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. 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.
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. 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.

Duties Description • Place orders for supplies, materials, equipment and prepare Purchase Requisition/Purchase Order, if necessary, according to the most recent Management and Budget regulations. Monitor expenditures for each cost center making sure not to exceed the allocation.
• Expense Report Processing: generating/submitting vouchers for travel expenses and/or those incurred on program purchase cards.
• Prepare and submit I-Expense reports.
• Reconcile program Purchasing Cards. Verify correct cost center and object codes have been assigned to each purchase. Utilize Discovery Reports for verifying balances.
• Coordinate wildlife-related exams held in Regional offices; schedule and proctor Falconer, Wildlife Rehabilitator, and Nuisance Wildlife Control Operator exams in coordination with Special Licenses Unit.
• Assist with processing documents generated from wildlife-related applications and reports submitted by public annually (e.g., DMAP, pheasants, rabbit/hare trap and transfer, bobcat hunting/trapping, incident reports, rare wildlife observations, SEP supply/certificate requests, nuisance wildlife, WMA access, employment/volunteer/intern opportunities).
• Process camping permit requests for all Bureau of Wildlife administered lands in R7.
• Process Temporary Revocable Permit applications (e.g., dog trials on WMAs) and forward to appropriate program staff for signature. Distribute, file, and maintain database for approved TRPs.
• Assist with Freedom of Information Law (FOIL) requests by compiling and copying responsive records.
• Compile and review vehicle and fuel card logs and submit monthly reports to Division of Operations.
• Process incoming and outgoing mail. Open, date stamp and distribute mail to appropriate personnel.
• Assist staff with seasonal, high-volume mailing/shipping requirements (e.g., CWD samples).
• Type and/or review outgoing correspondence.
• Coordinate personnel transactions of permanent and seasonal employees and volunteers. Handle necessary administrative procedures, such as compiling all required forms for new, permanent hires and new and existing seasonal hires.
• Track and organize office and field equipment (e.g. laptop projector, GPS, trail cameras) and organize equipment cabinets. Respond to requests for inventory of equipment, as necessary.
• Records management, including 1) organize, develop and maintain paper files and electronic filing system, 2) scan old new and/or relevant archived documents, 3) review, inventory, and organize files on external drives, 4) purge and shred file documents consistent with DEC records management policy, and 5) consolidate and re-organize files cabinets.
• Order supplies and schedule repairs or maintenance needed for office machines.
• Maintain Wildlife weekly schedule by updating calendar board and tracking leave status of staff stationed out of Cortland sub-office and Three Rivers WMA field office.
• Maintain annual calendar to track Wildlife staff/program activity schedules (e.g. annual vaccines/titers, performance evaluations, mandatory training status, and federal drug/explosives certifications).
• Coordinate availability of utility services for Wildlife field offices at Three Rivers WMA and Cayuga/Tompkins Cooperative Hunting Area.
• Print Coop Registrations
• Scan and maintain reports submitted to region pursuant to Special Licenses conditions (e.g. LCP).
• Organize and maintain wildlife-related educational materials (e.g. fact sheets, maps, and web pages) available to public.
• Compile program highlights and generate monthly reports for submission to Division/Bureau Management Team and various stakeholder groups.
• E-copy Filing: scanning new and/or relevant archived documents; reviewing/inventorying files on external drives.
• Hardcopy Filing: filing/organizing new documents and archives; shredding obsolete files.
• Coordinate and schedule meetings/videoconferences for staff and/or other agencies and cooperators; reserve space and necessary equipment for appointments, staff meetings and stakeholder meetings; take meeting minutes, as necessary.
• Assist with Sportsman’s Education Program (SEP) applications (e.g., instructor certification, course registration, supply/equipment distribution). Assist with requests from students for lost SEP course certification cards.
• Process program invoices via Financial Management Information System (FMIS), and maintains file of paid invoices and forwards copies Division of Management and Budget.
• Account for checks that are received from Bureau of Fisheries for Bait Licenses or TRP’s and Division of Environmental Permits fees, and Division of Materials Management fees and fines on a monthly Excel ledger. The funds are transmitted Bi-weekly through FMIS making sure to code receipted items to the proper revenue code.
• Information transfer: answer phones/assist walk-ins
• Program meeting note taker

Additional Comments We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

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

Name Victoria Marcario

Telephone 518-402-9273

Fax 518-402-9038

Email Address PostingResponses@dec.ny.gov

Address

Street 625 Broadway

Personnel, 10th Floor

City Albany

State NY

Zip Code 12233

 

Notes on ApplyingPlease mail/email your resume to the above. Be sure to include Posting #24-152856 on your resume or it may not be accepted.

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