Administrative Assistant 1 Jobs

Agency Military and Naval Affairs, Division of

Title Administrative Assistant 1

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade NS

Bargaining Unit M/C - Management / Confidential (Unrepresented)

Salary Range From $45250 to $54000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class "Other" (generally Military Law positions)

Travel Percentage 20%

Workweek Mon-Fri

Hours Per Week 40

Workday

From 7 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Nassau

Street Address District A: Long Island

25 Baiting Place Rd

City Farmingdale

State NY

Zip Code 11735

Minimum Qualifications This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.Associate's degree or higher from a regionally accredited college or university in Business Administration, Accounting, Finance, or similar field of study, plus one (1) year of experience in an office administrative position in which some duties included accounting, bookkeeping, data gathering and analysis in relation to numbers or money, tabulations and calculations or similar duties and responsibilities.ORThree (3) years of experience in an office administrative position in which some duties included accounting, bookkeeping, data gathering and analysis in relation to numbers or money, tabulations and calculations or similar duties and responsibilities. One (1) year of the qualifying experience must include some supervisory responsibilities.ANDMust be at least 18 years old and have a High School Diploma or GED.Must be able to read and write in English.Must be proficient in and able to independently use Microsoft Office software – MSWord and Excel. Ability to use PowerPoint and/or Access also preferred.Must possess a valid driver's license to operate a motor vehicle in the State of New York. Must report any changes to supervisory chain and State Human Resources (MNHS).Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as SFS and the Statewide Learning Management System (SLMS) and/or other computer training as related to duty assignments. In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required – especially at Air Bases when flight line access requires SECRET. Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate direct relevance and comparable combined years of experience/education to the job duties and abilities noted above. Should related systems, regulations, procedures and requirements change, additional training and/or certifications may be required.At all times, the employee MUST maintain minimum standards in accordance with current , and as amended, agency, statutory and NGB requirements and directives; failure to do so will subject the individual to disciplinary action, including possible termination.NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements.

Duties Description This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.The Administrative Assistant 1 works under the supervision of professional or administrative staff, depending upon the specific assignment. Administrative Assistants exercise a considerable amount of independent judgment in the performance of assigned duties. They are expected to interpret and apply various policies, procedures, laws, rules, regulations, and guidelines.Under the direct supervision of their supervisor, the Administrative Assistant must exercise considerable professionalism and independence in the performance and prioritization of assigned tasks. Administrative Assistants must prepare written summaries, reports and other correspondence in support of their specific program assignments.Incumbents perform a variety of assignments that are of moderate difficulty and responsibility; and must independently determine the needs and priorities of supported program. Flexibility in completing duties is essential as supervisors and agency mission operations regularly change.The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel. This position is management/ confidential and is not covered under labor contract provisions within the DMNA.Responsibilities may include, but are not limited to the following:

• Within established guidelines may assist in the monitoring of agency revenues and expenditures.
• Other duties as assigned. Job Requirements:
• May have to travel via various modes of transportation to meet job requirements.
• Ability to perform tasks with minimal supervision.
• Knowledge of Federal, State and local agency operations and policies – especially related to purchasing and procurement.
• Experience with the Work Order programs and procedures
• Will complete and attend training as required.
• Will be required to attend meetings and maintain notes and records from attendance.
• Ability to work independently or with other individuals in a project/team setting in accordance with supervisory guidance and direction.
• May be trained in and assigned to coordinate the automated external defibrillator (AED) program in assigned area.
• Ability to train and supervise subordinates and other staff.
• May assist with the reconciliation of various records to include credit cards, purchasing, travel and other documentation.
• Ability to interact well with different groups of people, including co-workers, management, both Federal and State personnel and the public.
• Develop and implement methods of data analysis and tabulations of data for analysis. Draw conclusions from analyzed data and recommend action based on results of data. Prepare tables, charts, and reports to describe the analysis and document procedures and analytical methods.
• Experience with the SFS program and procedures.
• May provide proofreading and formatting assistance on variousdepartmental documents and communications.
• Schedule adjustments may periodically be required.
• May train and supervise staff.
• Ability to read and write in English.
• Experience in multi-tasking and prioritizing multiple deadlines.
• May assist in maintaining inventory records and requirements such as equipment, other assets and real property.
• Compile background information for investigations, examinations and hearings.
• Preparation and review of written communication which may be in the form of general correspondence, reports, charts, presentations or electronic-mail (e-mail). The frequency and type of communication is determined by the requirements of each assigned program.
• May assist in the compilation of data to be used in the preparation and analysis of agency budgetary submissions.
• May assist with various activities associated with the differentdirectorates, especially those in the Budget and Finance units –purchasing, procurement, budgeting, and financialmanagement/reimbursement.
• May be required to work with and maintain records associated with or perform data entry for various data systems (state and federal) such as the Statewide Financial System (SFS), Leave and Accrual Tracking System (LATS), Statewide Learning and Management System (SLMS) and Maintenance Connection (MC software), a work order program, etc.
• Supervisory experience.
• Will be required to interact with and have frequent verbal, written and in-person communication with many departments and individuals including state and military personnel and supervisors.
• Experience with the lease and rental programs and procedures.
• May assist with the coordination, development and oversight ofservice contracts – working with vendors, supervisor and budgeting.Dependent on assignment, this may include assistance in non-military use (NMU) contracts and event coordination.
• May assist in personnel transactions such as position classification activities, the compilation of data and preparation of transmittal correspondence.
• Frequent verbal and written communication with a variety ofindividuals, including supervisors, or other program and administrative staff, and entities outside the agency.
• Will be required to appropriately handle and manage confidential information.
• Assist in reviewing, designing, revising and controlling agency forms; as well as policy and procedures manuals related to directorate.
• Must be proficient in Microsoft Office Suite.
• Additional hours may periodically be required.
• Must have strong organizational skills.
• Strong written and verbal communication skills.
• Assist in preparing short-term and long-range work objectives and goals. Assist in the review, evaluation, and analysis of a variety of reports and records specific to the assignment.
• Ability to prepare written material in a clear and concise form.
• Demonstrate reliability and trustworthiness.Additional Preferred Knowledge, Skills and Abilities:

Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.District A also receives current Downstate Adjustment of $3,087 annually.

Some positions may require additional credentials or a background check to verify your identity.

Name Kristen Dryer

Telephone 518-786-4830

Fax 518-786-4969

Email Address [email protected]

Address

Street New York State Division of Military and Naval Affairs Headquarters - State Human Resources

330 Old Niskayuna Road

City Latham

State NY

Zip Code 12110

Notes on Applying To be considered for interview, submit a cover letter and resume. In e-mail subject line and cover letter indicate the title, location, vacancy announcement number of the position for which you are applying. Ensure to clearly note how you meet the minimum qualifications for the position. Please be certain to note your specific license or certification to meet requirements.If you are a former public employee retired within New York State currently receiving benefits, indicate this and the name of the retirement system in your cover letter.Cover letter and resume may be submitted via E-mail (preferred method), FAX, or Mail. ENSURE TO COPY E-MAIL ADDRESS EXACTLY.E-mail to: [email protected] to: (518) 786-4969For Questions: (518) 786-4830Mail to: New York State Division of Military and Naval Affairs State Human Resources Management330 Old Niskayuna Road Latham, New York 12110-3514 Attn: ClassificationsPOSITION WILL BE POSTED UNTIL FILLED.VAGUENESS AND OMISSIONS WILL NOT BE RESOLVED IN YOUR FAVOR.ALL CURRENT DMNA STATE EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS ARE ENCOURAGED TO APPLY. INTERVIEWEES WILL BE EVALUATED BASED ON THEIRQUALIFICATIONS, EXPERIENCE, ABILITY TO MEET THE NEEDS OF THE DIVISION AND ABILITY TO PERFORM THE DUTIES AND REQUIREMENTS OF THE POSITION. ALL OTHER CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.New York State is an Equal Opportunity/Affirmative Action Employer