Administrative Assistant 1/Trainee 1/2 (NY HELPS)

Administrative Assistant Position

Under the direct supervision of the Park Manager 1, SG-18, this person will be responsible for the following and other daily tasks that arise:

• Complete and reconcile purchases in the Statewide Financial System (SFS).
• Assist Park Supervisors, trades generalists and field carpenters with various administrative tasks related to rental agreements, insurance, mandatory training, building inspections, state physicals, computer assistance, and other paperwork.
• Prepare and submit hiring paperwork to HR.
• Enter and review payroll; maintain time and attendance records.
• Collect all dam reports and share with engineering staff for review.
• Collect vehicle and equipment fuel sheets, compile data, and share with garage employees.
• Fill out work orders for regional maintenance and garage assistance.
• Issue road permits, off-season permits, and special event permits.
• Send bills/invoices to all camp organizations.
• Collect all necessary operating paperwork, documents, insurance, etc. from each camp.
• Compile and update dam Emergency Action Plans.
• Collect seasonal surveys and compile resulting data.
• Work with camps to determine their specific needs; relay to Park Manager and park supervisors
• Monitor phones, voicemails, and radio communication.
• Create annual on-call schedule for the park supervisors.
• Assist with tracking budgets for both the camp department and the NYWORKS field carpenters.
• Complete lease renewals between the Palisades Interstate Park Commission (PIPC) and other organizations.
• Take and disseminate meeting notes.
• Maintain a clean office facility.
• This position may supervise lower-level and seasonal staff.
• Communicate effectively with other staff and park patrons in a responsible and courteous manner.

Minimum Qualifications

If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:

• Administrative Assistant Trainee 1 (Non-Statutory Equated to SG-8): 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program.
• Administrative Assistant Trainee 2 (Non-Statutory Equated to SG-10): 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program.
• Administrative Assistant 1, SG-11: 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.
• Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Additional Comments

OPERATIONAL NEEDS:

• Applicants may be required to work weekends and holidays as needed. Must possess and maintain a valid driver's license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.
• Must obtain AED, CPR, and First Aid Certification during the probationary period and maintain it as a term and condition of employment. Experience with office applications, such as SFS (Statewide Financial System), HRIS (Human Resources Information System), and LATS (Leave & Accrual Tracking System) is preferred but not required.
• Proficiency in Microsoft Outlook, Word, and Excel is preferred but not required.

Benefits:

The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to:

• Paid Time Off: CSEA: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.
• Health Care Benefits: Eligible employees and dependents can pick from a variety of affordable health insurance programs. Family dental and vision benefits at no additional cost. Health Insurance Opt-Out: This program may be available to eligible employees who have other employer sponsored health insurance coverage.
• Additional Benefits: New York State Employees' Retirement System (ERS) Membership NYS Deferred Compensation Health Insurance coverage in retirement Health Care Spending Account (HSA) Dependent Care Advantage Account Adoption Advantage Account Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds Tuition Assistance programs for CSEA/PEF and M/C employees Public Service Loan Forgiveness (PSLF)

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