NYS Division of Homeland Security & Emergency Services · 2 days ago
Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)
Oriskany, NY
Full-time
Onsite
New Grad, Entry Level
$40K/yr - $58K/yr
0+ years expThe NYS Division of Homeland Security & Emergency Services is seeking an Administrative Assistant to support the State Preparedness Training Center (SPTC). The role involves providing administrative support, managing communications, scheduling, and maintaining filing systems, among other duties.
Government Relations
Responsibilities
Provide administrative support to the State Preparedness Training Center (SPTC) Administrative Office
Respond to a high volume of telephone calls, voicemail messages, and emails to effectively manage inquiries and answer routine questions
Schedule appointments and meetings
Be proficient in Microsoft Word, Excel, Outlook, State Learning Management System (SLMS), Acadis, Learning Management System (LMS), and other software applications adopted for use by DHSES. Draft and edit written or visual material, including training guides and presentations
Prepare reports using statistical and narrative information as assigned
Organize and maintain filing systems, paper and electronic mail, data entry and simple data functions to create and maintain spreadsheets and databases
Maintain the SPTC Training calendar, handle correspondence, reports, and other documents prepared by SPTC management and arrange meetings integral to the work of the office on an ongoing basis
Provide administrative support services, recommendations, and assistance to staff, including the editing, reviewing, formatting, and distribution of written documents in accordance with agency procedures and the preparation of complex statistical reports, related charts, and graphs
Assist in monitoring expenditure
Demonstrate good organizational and technical skills when scheduling and completing work assignments
Assist other office staff members with their duties and fulfill their duties in their absence
Other assignments and duties as needed
Qualification
Required
Six months of experience in administrative support for Administrative Assistant Trainee 1
One year of experience in administrative support for Administrative Assistant Trainee 2
Two years of experience in administrative support for Administrative Assistant 1
Required administrative support experience: use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration
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
Preferred
Active listening, speaking to others to effectively convey information, and awareness of others' reactions and understanding their reactions
Clear and concise transmission of ideas in writing by including clear and accurate information, proper use of grammar, spelling, syntax, and composition
Project management skills in addition to basic organizational and planning skills
Time management skills
Ability to identify complex problems and review related information to evaluation options and assist in solutions
Ability to follow directions issued orally and in writing
Ability to orally express ideas and communicate information so others will understand
Ability to arrange things or actions in logical order, according to specific rule(s), both preexisting and created by the Division
Concentration on tasks over extended periods of time without being distracted or losing interest
Ability to draft and edit written material by applying the basic rules of spelling, grammar, punctuation, syntax, and word choice for a variety of audiences
Ability to perform basic calculations (i.e., addition, subtraction, multiplication, or division) quickly and correctly
Company
NYS Division of Homeland Security & Emergency Services
The Division of Homeland Security and Emergency Services provides leadership, coordination, and support to prevent, protect against, prepare for, respond to, recover from, and mitigate disasters and other emergencies.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Pat Tromblee
STATE FIRE INSTRUCTOR
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