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Secretary 1

16-00259

Applications accepted from current State employees and former permanent competitive class employees eligible for reinstatement. You must meet the minimum qualifications.

Secretary 1
Category of
Information
Posting Specific Information
Control Number 16-00259+
Application Due By 9/02/16
Title Secretary 1
Location: City
DEC Region
Division/Bureau
Albany
Central Office
Air Resources/Quality Assurance
Salary:
Grade:
11
Work Hours Days
Work Days Mon. - Fri.
Employment Type Permanent Budgeted Item
Appointment Type Contingent Permanent/Provisional+
Jurisdictional Class Competitive
Bargaining Unit/MC 02 CSEA
Duties/Responsibilities The Secretary 1 to the Bureau of Quality Assurance will provide independent administrative support to the Bureau's program staff. Typical tasks will include, but not be limited to:

1. Organize and manage the administrative office to ensure that all tasks are being addressed and completed in a timely manner to achieve a smooth work flow while maintaining efficiency and accuracy
  • Supervise part-time administrative staff
  • Answer calls and greet visitors, respond to inquiries where appropriate and refer calls and visitors to appropriate staff
  • Process bureau mail and maintain mail log
  • Type / proofread / format / finalize / photocopy and distribute documents, reports, performance evaluations & correspondence
  • Schedule meetings & conference calls
  • Maintain an effective bureau tickler and filing system
  • Coordinate travel for staff & process expense accounts
  • Coordinate time off to ensure appropriate office coverage

2. Serve as Bureau Purchasing Agent
  • Maintain and order office supplies & equipment applying agency guidelines to ensure proper paperwork is completed allowing for receipt of goods and payment in a timely manner
  • Track expenditures and maintain ledger providing monthly status reports of available funds and expenditures to date to the Bureau Director to ensure the Bureau is operating within its approved allocations or to allow timely request of additional funds to cover impending expenditures.

3. Ensure Inclusion of and Foster Communication with Off-Site Staff
  • Maintain clear and timely communications to program's off-site staff keeping them up-to-date on procedures and issues impacting the Bureau/Division/Agency.

4. Provide support to other Program Secretaries as needed
  • Assist with telephone coverage on a daily basis.
  • Provide administrative support to other program areas as needed.
  • Seek assistance from others as needed to ensure tasks are completed on time.

Essential Functions:
  • Able to operate a computer and have a working knowledge of standard computer programs used by the Department and Division
  • Ability to proofread and correct written correspondence, applying proper formatting, word usage and grammar principals.
  • Strong communication skills both in person, on the phone and with use of email.
  • Must be able to efficiently handle the Director's schedule using good organization skills.
  • Able to represent the Director in dealing with program technical staff on administrative matters.

Preferred Qualifications:

Proficient with Microsoft Office Programs (Word and Excel); excellent written and verbal communication skills; ability to work independently and handle multiple priorities; strong organizational skills; knowledge of state travel procedures; experience scheduling meetings; and general office procedures experience.
Minimum Qualifications

Strictly adhered to based on
Civil Service requirements
+ Minimum Qualifications for Provisional Appointments:

One year of permanent competitive service as an Office Assistant 1 (Keyboarding), Office Assistant 1 (Keyboarding Spanish Language), Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding Spanish Language), Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, or Law Department Document Specialist.

Reassignment
- Currently in the title and an employee of DEC
or

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.
or

Transfer Eligible - One year of permanent competitive service at Salary Grade 9 or higher and:
Eligible for transfer under Section 70.1: Permanent competitive service as a Secretary 1, Secretary 2, Accountant Aide including Trainee 1 & 2, Administrative Aide, Agency Program Aide, Business Document Specialist 1 & 2, Environmental Conservation Program Aide including Trainee, Keyboard Specialist 3, Legal Assistant Trainee 1 & 2, Library Clerk 2 & 3, Office Assistant 2, Office Assistant 2 (Calculations), Office Assistant 2 (Customer Service), Office Assistant 2 (Keyboarding), Office Assistant 2 (Stores/Mail), Office Assistant 3, Office Assistant 3 (Calculations), Senior Offset Printing Machine Operator, Stores & Mail Operations Supervisor. Also any language parenthetic for the above titles. Additional titles which qualify can be found on the Department of Civil Service website, http://www.cs.ny.gov/, search "GOT-IT".

If you have not already demonstrated proficiency in keyboarding you will have to demonstrate that you meet the minimum proficiency in keyboarding.

If you are on an examination eligible list for the position title, you do not need to respond to this posting UNLESS you are also eligible for appointment by transfer, reinstatement or reassignment as defined above; or the appointment type is provisional or temporary. The eligible list(s) will be canvassed as appropriate. Always respond to an eligible list canvass.
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

E-Mail: personnel@dec.ny.gov

Additional Notes:

If you are a permanent NYS employee not employed by the Department of Environmental Conservation or applying for reinstatement, please provide your social security number so that appointment eligibility may be verified.

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.

16-00264

Applications accepted from current State employees and former permanent competitive class employees eligible for reinstatement. You must meet the minimum qualifications.

Secretary 1
Category of
Information
Posting Specific Information
Control Number 16-00264+
Application Due By 9/09/16
Title Secretary 1
Location: City
DEC Region
Division/Bureau
Albany
Central Office
Environmental Remediation/Remediation Bureau D
Salary:
Grade:
11
Work Hours Days
Work Days Mon. - Fri.
Employment Type Permanent Budgeted Item
Appointment Type Contingent Permanent/Provisional+
Jurisdictional Class Competitive
Bargaining Unit/MC 02 CSEA
Duties/Responsibilities Duties include but not limited to preparing correspondence, editing, proof-reading; handling routine phone calls, maintaining files and managing staff calendars, scheduling meetings, making travel arrangements, copying, faxing and scanning materials, ordering office supplies. Manage incoming mail for the Bureau, and deliver to staff.

The incumbent will be responsible for providing support to Bureau Section Chiefs, as well as backup secretarial support to other DER Bureaus and the Director's Office, when needed. Supervise support staff (Office Assistant 1) as appropriate and assigned.
Minimum Qualifications

Strictly adhered to based on
Civil Service requirements
+ Minimum Qualifications for Provisional Appointments:

One year of permanent competitive service as an Office Assistant 1 (Keyboarding), Office Assistant 1 (Keyboarding Spanish Language), Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding Spanish Language), Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, or Law Department Document Specialist.

Reassignment
- Currently in the title and an employee of DEC
or

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.
or

Transfer Eligible - One year of permanent competitive service at Salary Grade 9 or higher and:
Eligible for transfer under Section 70.1: Permanent competitive service as a Secretary 1, Secretary 2, Accountant Aide including Trainee 1 & 2, Administrative Aide, Agency Program Aide, Business Document Specialist 1 & 2, Environmental Conservation Program Aide including Trainee, Keyboard Specialist 3, Legal Assistant Trainee 1 & 2, Library Clerk 2 & 3, Office Assistant 2, Office Assistant 2 (Calculations), Office Assistant 2 (Customer Service), Office Assistant 2 (Keyboarding), Office Assistant 2 (Stores/Mail), Office Assistant 3, Office Assistant 3 (Calculations), Senior Offset Printing Machine Operator, Stores & Mail Operations Supervisor. Also any language parenthetic for the above titles. Additional titles which qualify can be found on the Department of Civil Service website, http://www.cs.ny.gov/, search "GOT-IT".

If you have not already demonstrated proficiency in keyboarding you will have to demonstrate that you meet the minimum proficiency in keyboarding.

If you are on an examination eligible list for the position title, you do not need to respond to this posting UNLESS you are also eligible for appointment by transfer, reinstatement or reassignment as defined above; or the appointment type is provisional or temporary. The eligible list(s) will be canvassed as appropriate. Always respond to an eligible list canvass.
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

E-Mail: personnel@dec.ny.gov

Additional Notes:

If you are a permanent NYS employee not employed by the Department of Environmental Conservation or applying for reinstatement, please provide your social security number so that appointment eligibility may be verified.

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.