Review Vacancy
AgencyHomeland Security and Emergency Services, Division of
TitleAdministrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $39215 to $56743 Annually
Appointment Type Contingent Permanent
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, or 55 b/c, 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.
Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a 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.
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.
Duties Description The incumbent will report to the Office of Fire Prevention and Control's Operational Support Branch. Duties include but are not limited to:
• 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 such as scanning and 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 range of supervisory responsibilities when needed.
• Assist with procurement activities; develop and maintain the office filing system and manage record maintenance activities.
• Update records and documentation of training programs across all OFPC branches. 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; verify 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 Instructors Payroll Vouchers.
• Enter vouchers into the scheduling and payroll data system for processing.
• Maintain OFPC Recruitment and Retention email box with specific questions and details to the Recruitment and Retention Program.
• Review and approve W9s uploaded into the LMS system.
• Review and approve the Chiefs’ attestation form.
• Create a list of submissions of approved students and W9 forms for processing of payments.
• Prepare and verify Monthly Stipend Reports.
• Update records and documentation of payments through the stipend program.
• Perform other duties as required
Additional Comments *There is no examination required for appointment to a NY HELPS position. Candidates hired before May 2024 will be appointed on a temporary basis. In May 2024, satisfactory employees will receive permanent, non-competitive appointments and will begin a probationary period.
At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.
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.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRresumes@dhses.ny.gov
Address
Street NYS Division of Homeland Security and Emergency Services, HRM
1220 Washington Ave., Bldg. 7A
Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 157217 in the subject line of your application email to HRresumes@dhses.ny.gov