Department of Environmental Conservation

D E C banner

Administrative Assistant

Applications accepted from current State employees, former permanent competitive class employees eligible for reinstatement and 55-b/c candidates. You must meet the minimum qualifications.

Administrative Assistant
Category of
Posting Specific Information
Control Number *17-420
Application Due By 10/20/2017
Title Administrative Assistant /Trainee 1 & Trainee 2
Location: City
DEC Region

Central Office
Materials Management

$42,143 - $70,566 Effective April 2017
18/13/14 Salary and appointment grade level dependent upon qualifications of candidate
Work Hours Days
Work Days Mon. - Fri.
Employment Type Permanent Budgeted Item
Appointment Type Permanent
Jurisdictional Class Competitive
Bargaining Unit/MC PEF 05

Essential Functions

The selected candidate will be responsible for all aspects of managing the Division's personnel administration activities and will be required to be knowledgeable with Department and NYS Department of Civil Service policy, procedures and requirements as they relate to personnel matters.

The selected candidate will be required to work with privileged personal information as well as privileged strategic planning information, such as theoretical staffing plans, and will be required to hold that information confidential.

The selected candidate must have excellent written and oral communication skills and must also efficiently and effectively deal directly with Division staff of all levels including managers, as well as staff of similar levels in other Divisions, especially Management & Budget Services.

The selected candidate will be required to administer Division programs or parts of programs, as assigned by Division management, and to provide general direction and supervision to lower level staff as necessary to meet the goals of those assignments. The selected candidate will be required to work on assignments with considerable independence and to produce timely and professional completed work.

Duties Description

The selected candidate will be the Division's primary point of contact with the Bureau of Personnel and will be directly responsible for all administrative tasks associated with of the Division's personnel transactions. The selected candidate will work directly with Division management on staffing plans and will have direct involvement in the development of vacancy postings, canvassing of Civil Service lists, candidate interview and selection processes, and submission of appropriate paperwork to the Bureau of Personnel.

The selected candidate will be directly responsible for maintaining Division personnel records and will work efficiently in the Department's Human Resources Information System (HRIS), to maintain the accuracy and integrity of the data in that system and to hold that information confidential. In addition to HRIS, the selected candidate will have direct access to hard copies of documents that contain privileged employee information and will be required to manage that information in a secure and confidential manner from the time of acceptance through secure disposal.

The selected candidate will serve as a point of contact for Division staff inquiries on general personnel related activities and will interact effectively with Division staff and staff from other programs as necessary to accomplish the goals and objectives of the Division.

The selected candidate will be responsible for tracking and providing necessary follow-up on required personnel activities to ensure timely completion of performance program development and performance evaluations, traineeships, internships and mandatory training. The selected candidate will also be responsible for tracking other activities as directed by Division management.

The selected candidate will be proficient in the use of Microsoft Office and existing Division specific data systems, such as the Solid Waste Information Management System (SWIMS) and any Department or Division data systems necessary to completed assigned duties. Candidate will maintain data accuracy and integrity and will generate documents, worksheets, reports and other files as required.

The selected candidate will be required to professional administrative support for the Section Chief and for other Division management.

Minimum Qualifications

Strictly adhered to based on
Civil Service requirements
Reassignment - Currently in the title of Administrative Assistant and an employee of DEC

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 basis.

Transfer Eligible - One year of permanent competitive service at Salary Grade 11 or higher AND EITHER:

Eligible for transfer under Section 70.4: Must meet the open competitive minimum qualifications below;

Eligible for transfer under Section 52.6: Must have current or prior permanent service in a title designated as 52.6 and within two salary grades of this position. Determination of titles that are 52.6 eligible can be found on the Department of Civil Service website, search "GOT-IT"

Eligible for transfer under Section 70.1: Permanent competitive service as an Administrative Assistant, Administrative Aide, Agency Program Aide, Head Clerk, Legal Assistant 1 & 2 and Trainee 1, Office Assistant 3, Office Assistant 3 (Calculations), Principal Clerk, Secretary 1 & 2, Management Specialist 1, Also any language parenthetic for the above titles. Additional titles which qualify can be found on the Department of Civil Service website, search "GOT-IT".

Open competitive minimum qualifications (provided for 55b/c candidates and 70.4 transfer eligible): Bachelor's degree.

55-b/55-c Candidates must include with their resume or application, a copy of the letter from Civil Service which indicates approval for the 55-b/55-c program.
Additional Comments
To Apply Qualified candidates should forward a resume and/or Employment Application which clearly indicates how the minimum qualifications are met and includes the Control Number. If you are applying for more than one posting, you must submit a separate resume or Employment Application for each control number. Send to:

Department of Environmental Conservation
625 Broadway
Albany, New York 12233-5060

Fax: (518) 402-9038


Additional Notes:

If you are on an eligible list for this title, please state that information and your score in a cover letter.

State Employees: If you wish to receive an acknowledgement that your application for this posting was received by the Bureau of Personnel and then receive information on the disposition of the position, please attach two self-addressed stamped envelopes (preferably inter-office or inter-agency) to the application. If you are applying for more than one position, you must include two envelopes for each position.

Some vacancies may be anticipated and may not result in an appointment. Application for any position listed may not result in an interview.