Administrative Assistant 1​/Trainee - NY HELPS

Duties Description

The Administrative Assistant 1 (SG 11) is assigned to assist the Director, Assistant Director, Majors and Central Office Captains within the Division of Forest Protection. This position will be responsible for preparing various correspondences, reports and setting up meetings and will be knowledgeable in the process of preparing Commissioners correspondence and can meet work demands in a timely and effective manner.

This position must be worked out of the Central Office.

The Administrative Assistant 1 (SG 11) is assigned to assist the Director, Assistant Director, Majors and Central Office Captains within the Division of Forest Protection. This position will be responsible for preparing various correspondences, reports and setting up meetings and will be knowledgeable in the process of preparing Commissioners correspondence and can meet work demands in a timely and effective manner.

This position must be worked out of the Central Office.

• Administrative support for the Central Office Command Staff and CO Captains.
• Primary contact for the Commissioners Correspondence Unit.
• Collect and edit information for the compilation of the statistical summary. Prepare statistical summary for the division.
• Work with the Fiscal Captain to collect and maintain paperwork necessary for motor vehicle collisions for the Division. Track and record all MVA reports for the Division.
• Maintain Division training records.
• Assist other support staff in screening and directing incoming telephone calls and inquiries within the Division.
• Designated as second point of contact for the Divisions Information Resource Coordinator (IRC).
• Maintain the Division SharePoint calendar and time off approved requests.
• Responsible for picking up, sorting and opening mail for Division staff daily.
• Responsible for ordering all Division office supplies.
• Prepare certification cards/ patches after Search and Rescue class is entered into Access database. Prepare paper certificates for S130/S190 classes as needed.
• Develop duty officer schedule, upload to SharePoint and send out updates as needed.
• Print and issue business cards for the Division.
• Maintain the limited continuous search file.
• Temporarily assist the Fiscal Captain with processing invoices, vouchers and credit card reconciliation.
• Temporarily assist the Fiscal Captain with maintaining inventory in the DFP storerooms. This position is responsible for receiving, unpacking, sorting, and repacking for shipment various uniform and equipment items used by Forest Rangers.
• Other duties assigned by the Division Director or designee 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,…