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Duties Description Under the general direction of the Branch Chief, Operational Support Branch within the Office of Fire and Prevention and Control, the Incumbent will provide administrative support to a team of Fire Protection Specialists.
Duties include but are not limited to the following:
• Independently respond to routine phone and email inquiries.
• Schedule meetings and appointments.
• Assist with travel planning and logistics.
• Maintain files, correspondence, documents, records, and materials.
• Utilize Microsoft Office Suite, various program specific applications, and perform routine office support activities (ie: scanning, photocopying).
• Track and maintain various records and/or reports using various agency systems such as the State Learning Management System, Learning Management System, National Fire Incident Reporting System, and Scheduling Payroll Data System.
• Perform the full range of supervisory duties when needed.
• Assist with procurement activities; develop and maintain the office filing system and manage record maintenance activities.
• Updates records and documentation of training programs across all Office of Fire Prevention and Control branches.
• Review and process applications for the National Certification program.
• Review and process request for the participation of career fire departments in New York State in the Basic Fire Training Program and In-Service Training Program as required by New York State regulations.
• Answer the Office of Fire Prevention and Control main phone line.
• Review the proposed training schedule and verify that instructors are authorized to deliver the requested course.
• Prepare the proposed training schedule, send confirmations, and add schedules to the Learning Management System.
• Review and process the State Fire Instructors Payroll Vouchers, pull correlating proposed schedules, and verify that payment requests are accurate for date, time, and location.
• Enter vouchers into the scheduling and payroll data system for processing at the appropriate rate of pay of instruction, with correlating voucher number.
• Maintain OFPC Recruitment and Retention email box with specific questions and details to the Recruitment and Retention Program.
• Review and approve W-9's uploaded into the Learning Management System when students are registering for specific courses.
• Review and approve the Chiefs attestation form through the specified email account.
• Create lists of submissions of approved students and W-9 forms to the designated email for processing of payments with invoice.
• Prepare and verify Monthly Stipend Reports and update records and documentation of payments through the stipend program.
• Perform other duties as required.
Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position.
This title includes a traineeship opportunity and applicants will be appointed to the appropriate level based on their experience and education.
Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-8): Six months of experience in administrative support.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of experience in administrative support.
• Administrative Assistant 1, SG-11: Two years of experience in administrative support.
Required administrative support experience: 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.
Dependent upon qualifications, if appointed as a trainee, successful completion of a one-year or two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. To be advanced to the full performance level of this title you must successfully complete a set training and development program.
Current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Assistant 1 and are interested in reassignment; OR are a current New York State employee with one year or more of qualifying permanent or 55b/c service in a position allocated to a Grade 6 or higher and eligible for transfer under Section 70.1 of the Civil Service Law.
NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.
Additional Comments This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.
NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency's Telecommuting Program Guidelines.
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resources/MC
Telephone
Fax
Email Address
Address
Street NYS Division of Homeland Security and Emergency Services
1220 Washington Ave., Bldg. 7A
City Albany
State NY
Zip Code 12226
Notes on Applying Please submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 189861 in the subject line of your application email to
Date Posted: 13 June 2025
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