Job Description

Job Title

The incumbent will report to the State Preparedness Training Center (SPTC) Training Unit.

Duties include but are not limited to the following:

• Assists in enrolling students in classes via the Learning Management System (LMS) and keeps up with completion of each residential class so they can receive the appropriate transcripts
• Assists with miscellaneous tasks that the Administrative Unit does such as keeping count of students for meal purposes, calling vendor to increase/decrease when needed and assisting students with inquiries regarding class registration and lodging questions.
• Creates and keeps front desk procedures up to date on new tasks and/or programs implemented.
• Receives and distributes mail and packages, as well as assisting in keeping track of facility supplies.
• Answers phone calls and directs callers as needed.
• Maintains and makes copies of guest logs and signs people in when they visit or take trainings.
• Assists in directing students to training classrooms.
• Adjusts the training calendar as needed.
• Completes and processes any LMS new and updated user requests on a weekly basis.
• Serves as timekeeper for part-time staff and submits their LATS-NY timesheets as required.
• Assists in printing out sign in sheets for courses as well as signs for the training rooms indicating which training is taking place.
• Makes updates to daily digital display which lists the various trainings, meetings, etc.
• Perform other duties as assigned.

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, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• There are no minimum education or experience requirements for this title.
• OR
• 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 Office Assistant 1 and are interested in reassignment OR are a current New York State employee with one year or more of qualifying permanent service as SG-6 and eligible for transfer under Section 70.1 of the Civil Service Law.

NOTE: 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

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.

***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.

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