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

Summary: New York State Parks, Recreation & Historic Preservation is seeking an Administrative Assistant 1/Trainee to support the Division for Historic Preservation. The role involves managing mailing processes, entering information into systems, maintaining files, coordinating meetings, and providing reception duties. Responsibilities: - Manage the mailing of State/National Registers of Historic Places (SR/NR) notification letters and documents to officials and property owners, including mail merging, printing, and organizing attachments (maps, meeting notices, etc.), mailing and tracking of federal express packages - Ensure proper delivery to the OPRHP mail room, verifying all documents/forms are completed accurately - Entering/tracking of information in the Cultural Resource Information System (CRIS), including Homeowner Tax Credit Part 1 application data - Assist the Survey & National Register Coordinator with National Register nominations submission to the National Park Service via the Cultural Resource Submission Portal (CRSP), including tracking submissions and approval dates - Maintain and update electronic, paper, and archival files for the SR/NR process - Update the Procedure Manual for SR/NR notification and record-keeping - Keep the Historic Business Preservation Registry spreadsheet current with new nominations - Create documents, particularly fillable PDFs - Coordinate meetings and gatherings with staff - Coordinate and schedule staff meetings, including space reservations and AV setup for hybrid meetings, ensuring all materials and equipment are prepared - Assist with making food arrangements for meeting(s) - Responsible for the reception area by answering phone calls, greeting visitors, date-stamping and distributing mail, and logging incoming deliveries Required Qualifications: - Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration - One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration - Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration - 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 - Must possess and maintain a valid driver's license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment - Must be proficient in Microsoft Office programs including Outlook, Word, and Excel Required Skills: Microsoft Outlook, Microsoft Word, Microsoft Excel, Mail merging, Cultural Resource Information System (CRIS), Cultural Resource Submission Portal (CRSP), Fillable PDFs, Business writing, Office administration Benefits: Generous benefits package, worth approximately 65% of salary, including:, CSEA: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays., Eligible employees and dependents can pick from a variety of affordable health insurance programs., Family dental and vision benefits at no additional cost, New York State Employees’ Retirement System (ERS) Membership, NYS Deferred Compensation, Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds, Public Service Loan Forgiveness (PSLF), Paid Parental Leave