Administrative Specialist 2

Job Title

This position will report to the Branch Chief (BC) in the Operational Support Branch, (OSB), within the Office of Fire Prevention and Control.

Duties Description

Duties include but are not limited to:

• Plan, manage and coordinate the daily activities of the OFPC Administration Unit including supervision of professional, paraprofessional, and clerical staff.
• Develop and implement policies, procedures, and processes to administer the volunteer firefighter's training stipend initiative and other relevant programs, including development of a work plan considering the program's objectives and possible obstacles to roll out.
• Resource and arrange special training in response to management, program, and unit staff needs.
• Administer the State Fire Instructor payroll system utilizing the Scheduling and Payroll Data System (SPDS) for 700+ instructors. Serve as subject matter expert and lead trainer for the system. Identify and resolve all systematic and instructor issues.
• Liaise with the Business Services Center, Statewide Financial System, and State Comptroller's Office.
• Plan, coordinate and supervise the daily activities of the OFPC Administration Unit. Perform all supervisory duties as required.
• Manage the onboarding/offboarding process for all OFPC State Fire Instructors. Ensure equipment is available, distributed/retrieved and documented, coordinate IT for new hires and separations.
• Coordinate all activities surrounding the State Fire Instructor hiring process, ensuring all requirements are scheduled and completed within strict time frames related to entry into the training program. Communicate with staff agencies and other stakeholders to clarify any issues.
• Serve as subject matter expert in the Learning Management System (LMS) for the creation, organization, and reporting of agency related training. Liaise with county representatives and fire departments across NYS. Oversee the maintenance of the Acadis system.
• In consultation with internal and external stakeholders, recommend and implement office procedures including call intake procedures for receiving technical assistance calls and requests for emergency response.
• Liaise with county representatives and fire departments across NYS to facilitate compliance with the National Fire Incident Reporting System (NFIRS) requirements. Oversee the review of data to ensure quality, participation percentage and the effectiveness of data transmission to FEMA. Provide policy, educational and procedural oversight of the program. Collaborate with partner agencies on yearly NFIRS reports and process complex FOIL requests pertaining to NFIRS data.
• Arrange for special training in response to management, program, and staff needs.
• Conduct studies to determine the efficiency and effectiveness of unit staffing patterns, work methods, and procedures, and recommend revisions.

Minimum Qualifications

REASSIGNMENT/TRANSFER
Current New York State Division of Homeland Security and Emergency Services Emergency Services employee with one year or more permanent, contingent-permanent, or 55b/c service as an Administrative Specialist 2 and or interested in reassignment OR Current NYS employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position eligible for transfer under Section 52.6 or 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 Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties. NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency's Telecommuting Program Guidelines. The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer. In accordance with the NYS Human Rights Law, DHSES does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics. DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination. In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply. Some positions may require additional credentials or a background check to verify your identity.