Administrative Assistant 1 ​/ Trainee 1 ​/ 2 - NY HELPS

Duties Description

This posting is for an Administrative Assistant 1 (AA1) within the Division of Water’s (DOW), Director’s office. The candidate will support DOW’s Director’s as well as division programs and program initiatives.

This posting is for an Administrative Assistant 1 (AA1) within the Division of Water’s (DOW), Director’s office. The candidate will support DOW’s Director’s as well as division programs and program initiatives.

The AA1 reports directly to the Division’s Administrative Specialist in the Director’s Office and is responsible for directly managing the office’s daily operations, interactions with the public, communications with agency executives and other divisions, and effectively managing and organizing email, schedules, travel, and expense reporting for the Director and Assistant Directors of the Division of Water.

The AA1 is also responsible for, but not limited to, the following essential functions:

• Handles daily communications with the general public and agency executive:
  For example, answering phone calls and email to handle inquiries and directing them to the right people, checking and distributing incoming mail, tracking progress and completion of the Division’s written communications through the Agency’s Commissioner’s Correspondence Unit (CCU), and coordinating the Division’s responses to Freedom of Information Law (FOIL) requests for information.
• Maintains DOW management scheduling and events:
  Includes managing and organizing email, schedules (organizing and confirming appointments), travel arrangements, and expense reporting for the Director and Assistant Directors of the Division of Water.
• Coordinates conferences, meetings, and special events:
  Including direct coordination of logistics for DOW’s Management Team’s Regional Office visits, Regional Water Engineer meetings, and All-Staff Meeting.
• Completes other daily clerical work of the Division:
  For example, operates office equipment, maintains office supplies, and arranges for repairs and purchases.

Establishes various office procedures, and keeps track of daily operations. Maintains and updates division lists, spreadsheets and information as needed.

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:

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.

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.

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 as an Administrative Assistant 1 (formerly Secretary
1), Administrative Assistant 2 (formerly Secretary
2), Accountant Aide including Trainee 1 & 2, Business Document Specialist 1 & 2, Program Aide, Legal Assistant Trainee 1 & 2, Library Clerk 2 & 3, Office Assistant 1, Office Assistant 1 (Keyboarding), Office…