Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)
ConfidentialDuties Description This position will report the Hazardous Materials Branch within the Office of Fire Prevention & Control. 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 (ie: scanning, photocopying.) Track and maintain various records and/or reports Utilize Microsoft Office Suite and various program specific applications. Assist with procurement activities; develop & maintain the office filing system and manage record maintenance activities. Develop and maintain the office filing system and manage record maintenance activities. Review the proposed training course 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. Prepare branch Monthly Reports. Attend meetings and prepare notes as required. Prepare and proofread correspondence on behalf of the two Branch Chiefs. Set up meetings for the branch chiefs. Perform other duties and projects as assigned. Note: This position may be assigned to work at the OFPC Fire Operations Center and/or State Emergency Operations Center during activations and emergencies. The incumbent will be responsible for the effective administrative support and processing of work assignments for OFPC Minimum Qualifications NY HELPS ***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 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. Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associates degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. REASSIGNMENT /TRANSFER Current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Assistant 1 and are interested in reassignment; OR are a current New York State employee with one year or more of qualifying permanent or 55b/c service in a position eligible for transfer under Section 70.1 of the Civil Service Law. NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility. Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Cen…