Administrative Assistant​/Trainee - NY HELPS

Description

Section Overview

The Department of Environmental Conservation’s Office of Environmental Justice (OEJ) works to address environmental issues and concerns that affect primarily low income and minority communities through grant opportunities, enforcement of environmental laws and regulations, consultation, guidance, and enhanced public participation.

The Administrative Assistant 1 is needed to serve as the principal administrative support position for OEJ. Under the direct supervision of the Program Director, the Administrative Assistant 1 would organize and coordinate administrative activities; direct the information flow for the program and provide support for section managers. The Administrative Assistant 1 would be expected to review incoming correspondence and draft responses where appropriate;

review outgoing correspondence; research background information; transmit instructions to staff and conduct follow‑up. The Administrative Assistant 1 would be responsible for the following tasks:

• Provide support to the Director of the Office of Environmental Justice.
• Schedule and arrange virtual and in‑person meetings, conferences, and presentations for the Office of Environmental Justice.
• Arrange travel accommodations and process travel forms for office staff.
• Monitor office spending and available funds. Utilize SFS and local spreadsheets to provide office management and office budget liaison with real time budget information. Forecast budget use and availability.
• Schedule biweekly staff meetings. Work with attendees' calendars and assistants to schedule meetings with outside personnel. Provide updates to the team when meetings are cancelled or re‑scheduled. Ensure agenda and other meeting materials are distributed in a timely manner.
• Take minutes at staff meetings or other meetings as needed.
• Transmit instructions from the Director to staff and monitor requests.
• Receive incoming correspondence, including phone calls, emails, and letters, and determine significance. Distribute as appropriate and ensure follow up as necessary.
• Prepare and proof correspondence.
• Act as a liaison between Office of Environmental Justice and other programs outside of the agency as needed.
• Assist with submissions and requests related to the Commissioners Correspondence Unit.
• Assist with monitoring and tracking of correspondence.
• Assist the with the planning and coordinating of events.
• Provide additional administrative support for Executive staff and OEJ staff as instructed by the Director.

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.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

• Administrative Assistant 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.
• Administrative Assistant 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.
• Administrative Assistant 1:
  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.

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…