Administrative Assistant 1​/Trainee - NY HELPS

The Administrative Assistant 1 will play a crucial role in supporting the Division Director, Assistant Director, and Administrative Specialist in the Division of Communication, Education, and Engagement. This position assists with a wide range of entry-level clerical tasks from management staff, communicating with the public, managing schedules, and processing paperwork. Strong organizational skills are preferred.

The Administrative Assistant 1 will play a crucial role in supporting the Division Director, Assistant Director, and Administrative Specialist in the Division of Communication, Education, and Engagement. This position assists with a wide range of entry-level clerical tasks from management staff, communicating with the public, managing schedules, and processing paperwork. Strong organizational skills are preferred.

• Scheduling meetings and managing schedules
• Interview scheduling
• Shared email box support
• Paperwork organization
• Commissioner Correspondence Unit requests
• State Financial System (SFS) – reconciling travel
• Ordering supplies
• Creating camp sponsor codes
• Coordinating property tags
• Camp refunds
• Answering phones
• Notary public certification preferred but not required
• Tracks and coordinates assignments
• Sets up and manages paper and electronic filing systems
• Proficient in Microsoft Office Suite and Outlook
• Coordinates conferences, meetings, or special events
• Composes, types, and distributes meeting notes, correspondence, and reports
• Assist with Conservationist magazine promotion by setting up, taking down, and working at the Conservationist booth at the NYS fair; selling Conservationist subscriptions and entering in subscriber data into the subscription database
• Assist with Summer camps administration across the state at all 4 summer camps; including staff training, organizing employment paperwork, staff certifications, on-site supply inventory, on-site clothing inventory
• Assist the Director and Assistant Director at various meetings across the state; checking in staff, taking meeting notes, setting up meeting space, on site event coordination
• Assist with environmental education administration duties at all 4 environmental education centers; taking meeting notes, recording supply inventory
• Other duties as assigned

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…