Duties Description The incumbent of this position will report to the Administration Unit within the State Preparedness Training Center (SPTC).
Duties include but are not limited to the following:
- Track all daily attendance based on sign in sheets and/or attendance reports and follow up when necessary to get the required information and/or to resolve attendance discrepancies.
- Produce the monthly report on attendance and submit to Training staff in Albany.
- Handle various aspects of purchasing (including, but not limited to obtaining price quotes from vendors, completing purchase request documentation and submitting for approval via the DHSES Dashboard) and ensure the purchasing requests are processed and completed within New York State purchasing guidelines.
- Follow up when necessary regarding the purchasing approval process with appropriate DHSES staff.
- Review training courses listed in the Learning Management System (LMS) and send out lodging and non-lodging email confirmations to students which contain pertinent information related to training that students are enrolled in.
- Update lodging lists for upcoming training and email the lodging lists on a weekly basis (or more frequent if needed) to area hotels
- Serve as a liaison between the SPTC and hotels to mitigate and/or resolve any issues.
- Answer inquiries from various agencies and refer to appropriate SPTC or non-SPTC personnel as needed.
- Perform the full range of supervisory duties.
- Other duties as assigned.
Minimum Qualifications NY HELPS
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, or 55 b/c, 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.
The qualifications are:
Administrative Analyst Trainee 1 (equated to an SG-14): Four years of professional experience.*
Administrative Analyst Trainee 2 (equated to an SG-16): Five years of professional experience.*
Senior Administrative Analyst (SG-18): Six years of professional experience.*
- Professional Experience: conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.
Dependent upon qualifications, if appointed as a trainee, successful completion of a one-year or two-year traineeship leads to appointment as a Senior Administrative Analyst, SG-18
Substitutions:
An associates degree may substitute for two years of professional experience OR a bachelor's degree may substitute for four years of professional experience OR a master's degree may substitute for five years of professional experience OR a J.D. may substitute for six years of professional experience.
REASSIGNMENT/TRANSFER
Current New York State Division of Homeland Security and Emergency Services employee with one year or more of permanent, contingent-permanent, or 55 b/c service as a Senior Administrative Analyst and are interested in reassignment; OR current New York State employee with one year or more of permanent, contingent-permanent, or 55 b/c service in a position eligible for transfer under Section 70.1 or 52.6 as appropriate of the Civil Service Law.
NOTE: Employees on the Civil Service eligible list will be considered. If you are on the eligible list and not reachable, you may be eligible for another appointment method. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.
Additional Comments 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.
***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.
The Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer.
In accordance with the NYS Human Rights Law, DHSES does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics.
DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination.
In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.
Some positions may require additional credentials or a background check to verify your identity.
