NYS Division of Homeland Security & Emergency Services

Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS)

ALBANY, NYPosted 18 days ago

Job summary

  • Job post source

    This job is directly from NYS Division of Homeland Security & Emergency Services

  • Job overview

    The Administrative Assistant 1/Trainee role supports the Fire and Life Safety Branch by providing essential administrative assistance to Fire Protection Specialists, impacting office efficiency and program support.

  • Responsibilities and impact

    The role involves managing communications, scheduling, travel logistics, maintaining records, processing applications and payroll vouchers, supporting procurement, and assisting with training program documentation and coordination.

  • Experience and skills

    Candidates must have 6 months to 2 years of administrative support experience depending on the trainee level, with skills in office software, customer service, and business writing; certifications or relevant associate degrees can substitute for experience.

  • Career development

    Traineeships offer progression to Administrative Assistant 1 with completion of training programs and potential for permanent competitive status and promotion opportunities.

  • Work environment and culture

    The position supports emergency and disaster operations, may require flexible work hours and locations, and includes telecommuting options with management approval.

  • Company information

    NYS Division of Homeland Security & Emergency Services oversees fire prevention and control programs and emergency management in New York State.

  • Team overview

    The candidate will join the Fire and Life Safety Branch under the Office of Fire Prevention and Control, supporting a team of Fire Protection Specialists.

  • Unique job features

    This position is part of the NY HELPS program allowing non-competitive appointment with future conversion to competitive status and involves support during emergencies.

Company overview

The New York State Division of Homeland Security & Emergency Services (DHSES) is responsible for coordinating the state's response to natural and man-made disasters, ensuring public safety, and enhancing the state's preparedness and resilience. They make money through state funding, federal grants, and partnerships with various agencies. Established in 2010, DHSES has played a crucial role in responding to events like Hurricane Sandy and the COVID-19 pandemic, focusing on emergency management, counter-terrorism, fire prevention, and cybersecurity.

How to land this job

  • Position your resume to highlight your administrative support experience, especially your proficiency with Microsoft Office Suite and managing records or scheduling systems, as these are key duties in the role.

  • Emphasize your ability to handle routine inquiries independently, coordinate meetings and travel logistics, and maintain accurate documentation and filing systems, which align closely with the job responsibilities.

  • Apply through multiple channels such as the NYS Division of Homeland Security & Emergency Services official career site and LinkedIn to maximize your visibility and application reach.

  • Connect with current employees in the Fire and Life Safety Branch or Office of Fire Prevention and Control on LinkedIn; start conversations by commenting on recent agency initiatives or asking about their experience working on emergency management programs.

  • Optimize your resume for ATS by incorporating keywords from the job description like 'administrative support,' 'Microsoft Office Suite,' 'record maintenance,' 'scheduling,' 'travel planning,' and 'customer service' to ensure your resume passes automated screening.

  • Use Jennie Johnson's Power Apply feature to automate applying across multiple platforms, tailor your resume with relevant keywords, and identify valuable LinkedIn contacts, allowing you to focus on networking and preparing for interviews.

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