Confidential Aide
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. This position will be assigned to the Office of The Adjutant General (OTAG) and will report The Adjutant General, executive staff or other appropriate designee. The incumbent will perform a variety of support activities to keep the reporting supervisor organized both in the office and while traveling. The incumbent must be able to maintain and manage confidential information in support of the job duties assigned. At all times the candidate must exercise discretion in support of the department, legal requirements and agency mission. Incumbent is expected to interpret and apply various policies, procedures, laws, rules, regulations, and guidelines. The Confidential Aide is the principal administrative support staff. The incumbent performs professional activities which require specific program knowledge and may closely resemble those performed by professional staff. They are expected to understand the mission of the program area to which they are assigned and to provide input and suggestions for improved operations. Incumbent performs a variety of administrative activities and transactions to include; establishing office procedures; designing office filing systems; implementing policies and procedures; maintaining efficient work flow; resolving day-to-day operational problems; responding to phone calls; sorting mail; organizing, expediting and following up on projects; and coordinating information flow by acting as liaison among key executives, staff, other employees and the public. They must exercise considerable professionalism and independence in the performance and prioritization of assigned tasks. The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel. In this position, the incumbent must exercise extreme confidentiality in all aspects of their work duties including but not limited to the rules for protecting personally identifiable information (PII) as well as military operations. This position is management/ confidential and is not covered under labor contract provisions within the DMNA. Confidential Aide duties may include, but are not limited to, the following:
o May accompany or represent executive and management staff at meetings, hearings, professional events, conferences and on committees. o Organizes all logistics for executive and management staff to determine agenda, schedule, and travel arrangements for daily operations and professional events or meeting/conferences etc. Ensure that required materials and information are prepared, organized, and are at hand. o Respond to emails and telephone calls received by executive and management staff. Prioritize messages and coordinate information needed to respond to messages. o Handle sensitive or confidential documents for executive and management staff. Maintain confidentiality all information and documents. o Provide security in and around offices while agency head is traveling. o Prepares/drafts various written materials including correspondence, memorandums and reports. o Establishes, prepares and designs office procedures and forms. o Compiles data, prepares reports and makes recommendations on data findings. o Develops, implements and manages record-keeping systems and controls. o May be assigned to supervise and effectively administer daily office operations. o Creates and records formal requests and meeting minutes. o May require periodic travel using various modes of transportation. o Performs other duties as assigned. The Confidential Aide in executive level or managerial level assignments (MC-18 equivalent) may perform all the duties noted above but also be responsible for more complex, challenging and/or confidential duties. In addition, Confidential Aides at this level may be considered second-level supervisors providing supervision to subordinate staff as assigned. JOB REQUIREMENTS o Must be proficient in Microsoft Office Suite, specifically MSWord and Excel. o Must have strong organizational skills o Ability to perform tasks with minimal supervision. o Experience multi-tasking and prioritizing multiple deadlines. o Strong written and verbal communication skills. o Ability to prepare written material in a clear and concise form. o Will be required to appropriately handle and manage confidential information. o Ability to establish effective working relationships with a variety of people at all levels of organization comprised of both Federal and State personnel o Knowledge of office practices and procedures. o Ability to analyze and summarize information. o Ability to read and write in English. o Operate office equipment such as computers, photocopiers, fax machines, etc. o Ability to create comprehensive correspondence. o Ability to determine priorities. o Demonstrate reliability and trustworthiness. o Must complete, attend and/or conduct training as required. o Periodic overtime may be required. o Periodic travel may be required to other facilities; to attend training; or other requirements related to duties as assigned. o Performs other duties as assigned.
Job Function
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. This position will be assigned to the Office of The Adjutant General (OTAG) and will report The Adjutant General, executive staff or other appropriate designee. The incumbent will perform a variety of support activities to keep the reporting supervisor organized both in the office and while traveling. The incumbent must be able to maintain and manage confidential information in support of the job duties assigned. At all times the candidate must exercise discretion in support of the department, legal requirements and agency mission. Incumbent is expected to interpret and apply various policies, procedures, laws, rules, regulations, and guidelines. The Confidential Aide is the principal administrative support staff. The incumbent performs professional activities which require specific program knowledge and may closely resemble those performed by professional staff. They are expected to understand the mission of the program area to which they are assigned and to provide input and suggestions for improved operations. Incumbent performs a variety of administrative activities and transactions to include; establishing office procedures; designing office filing systems; implementing policies and procedures; maintaining efficient work flow; resolving day-to-day operational problems; responding to phone calls; sorting mail; organizing, expediting and following up on projects; and coordinating information flow by acting as liaison among key executives, staff, other employees and the public. They must exercise considerable professionalism and independence in the performance and prioritization of assigned tasks. The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel. In this position, the incumbent must exercise extreme confidentiality in all aspects of their work duties including but not limited to the rules for protecting personally identifiable information (PII) as well as military operations. This position is management/ confidential and is not covered under labor contract provisions within the DMNA. Confidential Aide duties may include, but are not limited to, the following:
o May accompany or represent executive and management staff at meetings, hearings, professional events, conferences and on committees. o Organizes all logistics for executive and management staff to determine agenda, schedule, and travel arrangements for daily operations and professional events or meeting/conferences etc. Ensure that required materials and information are prepared, organized, and are at hand. o Respond to emails and telephone calls received by executive and management staff. Prioritize messages and coordinate information needed to respond to messages. o Handle sensitive or confidential documents for executive and management staff. Maintain confidentiality all information and documents. o Provide security in and around offices while agency head is traveling. o Prepares/drafts various written materials including correspondence, memorandums and reports. o Establishes, prepares and designs office procedures and forms. o Compiles data, prepares reports and makes recommendations on data findings. o Develops, implements and manages record-keeping systems and controls. o May be assigned to supervise and effectively administer daily office operations. o Creates and records formal requests and meeting minutes. o May require periodic travel using various modes of transportation. o Performs other duties as assigned. The Confidential Aide in executive level or managerial level assignments (MC-18 equivalent) may perform all the duties noted above but also be responsible for more complex, challenging and/or confidential duties. In addition, Confidential Aides at this level may be considered second-level supervisors providing supervision to subordinate staff as assigned. JOB REQUIREMENTS o Must be proficient in Microsoft Office Suite, specifically MSWord and Excel. o Must have strong organizational skills o Ability to perform tasks with minimal supervision. o Experience multi-tasking and prioritizing multiple deadlines. o Strong written and verbal communication skills. o Ability to prepare written material in a clear and concise form. o Will be required to appropriately handle and manage confidential information. o Ability to establish effective working relationships with a variety of people at all levels of organization comprised of both Federal and State personnel o Knowledge of office practices and procedures. o Ability to analyze and summarize information. o Ability to read and write in English. o Operate office equipment such as computers, photocopiers, fax machines, etc. o Ability to create comprehensive correspondence. o Ability to determine priorities. o Demonstrate reliability and trustworthiness. o Must complete, attend and/or conduct training as required. o Periodic overtime may be required. o Periodic travel may be required to other facilities; to attend training; or other requirements related to duties as assigned. o Performs other duties as assigned.
Salary Range:
From $59038 to $62000 Annually
Minimum Qualification
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. An Associate's degree from a regionally accredited college or university, in Business Administration, Public Administration, Human Resources Management, Political Science, Finance, Accounting, or related fields of study; plus four (4) years of full-time experience in Business or Public Administration, or related administrative field. OR A Bachelor's degree from a regionally accredited college or university in Business Administration, Public Administration, Human Resources Management, Political Science, Finance, Accounting, or related fields of study; plus two (2) years of full-time experience in Business or Public Administration, or related administrative field. OR Six (6) years of full time experience in Business, Public Administration, Finance, Human Resources or related administrative field with some supervision of subordinate personnel. AND Must be at least 18 years old and have a High School Diploma or GED. Must be able to read and write in English. In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET or other clearance may be required. Must possess and maintain a valid driver's license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes to supervisory chain and State Human Resources (MNHS). Must be proficient in, and able to independently use Microsoft Office software - MS Word and Excel. Ability to use PowerPoint and/or Access also preferred. Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS and the Statewide Learning Management System (SLMS) and/or other computer training as related to duty assignments. Should related regulations, procedures and requirements change, additional training and/or certifications may be required. Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate relevant combined education/years of experience associated with the job duties noted above. Based on assignment, supervisory experience may be required or play a factor in determining qualification. At all times, the employee MUST maintain minimum standards in accordance with current, and as amended, agency, statutory and NGB requirements and directives; failure to do so will subject the individual to disciplinary action, including possible termination. NOTE:
Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements.Estimated Salary: $20 to $28 per hour based on qualifications.
o May accompany or represent executive and management staff at meetings, hearings, professional events, conferences and on committees. o Organizes all logistics for executive and management staff to determine agenda, schedule, and travel arrangements for daily operations and professional events or meeting/conferences etc. Ensure that required materials and information are prepared, organized, and are at hand. o Respond to emails and telephone calls received by executive and management staff. Prioritize messages and coordinate information needed to respond to messages. o Handle sensitive or confidential documents for executive and management staff. Maintain confidentiality all information and documents. o Provide security in and around offices while agency head is traveling. o Prepares/drafts various written materials including correspondence, memorandums and reports. o Establishes, prepares and designs office procedures and forms. o Compiles data, prepares reports and makes recommendations on data findings. o Develops, implements and manages record-keeping systems and controls. o May be assigned to supervise and effectively administer daily office operations. o Creates and records formal requests and meeting minutes. o May require periodic travel using various modes of transportation. o Performs other duties as assigned. The Confidential Aide in executive level or managerial level assignments (MC-18 equivalent) may perform all the duties noted above but also be responsible for more complex, challenging and/or confidential duties. In addition, Confidential Aides at this level may be considered second-level supervisors providing supervision to subordinate staff as assigned. JOB REQUIREMENTS o Must be proficient in Microsoft Office Suite, specifically MSWord and Excel. o Must have strong organizational skills o Ability to perform tasks with minimal supervision. o Experience multi-tasking and prioritizing multiple deadlines. o Strong written and verbal communication skills. o Ability to prepare written material in a clear and concise form. o Will be required to appropriately handle and manage confidential information. o Ability to establish effective working relationships with a variety of people at all levels of organization comprised of both Federal and State personnel o Knowledge of office practices and procedures. o Ability to analyze and summarize information. o Ability to read and write in English. o Operate office equipment such as computers, photocopiers, fax machines, etc. o Ability to create comprehensive correspondence. o Ability to determine priorities. o Demonstrate reliability and trustworthiness. o Must complete, attend and/or conduct training as required. o Periodic overtime may be required. o Periodic travel may be required to other facilities; to attend training; or other requirements related to duties as assigned. o Performs other duties as assigned.
Job Function
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. This position will be assigned to the Office of The Adjutant General (OTAG) and will report The Adjutant General, executive staff or other appropriate designee. The incumbent will perform a variety of support activities to keep the reporting supervisor organized both in the office and while traveling. The incumbent must be able to maintain and manage confidential information in support of the job duties assigned. At all times the candidate must exercise discretion in support of the department, legal requirements and agency mission. Incumbent is expected to interpret and apply various policies, procedures, laws, rules, regulations, and guidelines. The Confidential Aide is the principal administrative support staff. The incumbent performs professional activities which require specific program knowledge and may closely resemble those performed by professional staff. They are expected to understand the mission of the program area to which they are assigned and to provide input and suggestions for improved operations. Incumbent performs a variety of administrative activities and transactions to include; establishing office procedures; designing office filing systems; implementing policies and procedures; maintaining efficient work flow; resolving day-to-day operational problems; responding to phone calls; sorting mail; organizing, expediting and following up on projects; and coordinating information flow by acting as liaison among key executives, staff, other employees and the public. They must exercise considerable professionalism and independence in the performance and prioritization of assigned tasks. The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel. In this position, the incumbent must exercise extreme confidentiality in all aspects of their work duties including but not limited to the rules for protecting personally identifiable information (PII) as well as military operations. This position is management/ confidential and is not covered under labor contract provisions within the DMNA. Confidential Aide duties may include, but are not limited to, the following:
o May accompany or represent executive and management staff at meetings, hearings, professional events, conferences and on committees. o Organizes all logistics for executive and management staff to determine agenda, schedule, and travel arrangements for daily operations and professional events or meeting/conferences etc. Ensure that required materials and information are prepared, organized, and are at hand. o Respond to emails and telephone calls received by executive and management staff. Prioritize messages and coordinate information needed to respond to messages. o Handle sensitive or confidential documents for executive and management staff. Maintain confidentiality all information and documents. o Provide security in and around offices while agency head is traveling. o Prepares/drafts various written materials including correspondence, memorandums and reports. o Establishes, prepares and designs office procedures and forms. o Compiles data, prepares reports and makes recommendations on data findings. o Develops, implements and manages record-keeping systems and controls. o May be assigned to supervise and effectively administer daily office operations. o Creates and records formal requests and meeting minutes. o May require periodic travel using various modes of transportation. o Performs other duties as assigned. The Confidential Aide in executive level or managerial level assignments (MC-18 equivalent) may perform all the duties noted above but also be responsible for more complex, challenging and/or confidential duties. In addition, Confidential Aides at this level may be considered second-level supervisors providing supervision to subordinate staff as assigned. JOB REQUIREMENTS o Must be proficient in Microsoft Office Suite, specifically MSWord and Excel. o Must have strong organizational skills o Ability to perform tasks with minimal supervision. o Experience multi-tasking and prioritizing multiple deadlines. o Strong written and verbal communication skills. o Ability to prepare written material in a clear and concise form. o Will be required to appropriately handle and manage confidential information. o Ability to establish effective working relationships with a variety of people at all levels of organization comprised of both Federal and State personnel o Knowledge of office practices and procedures. o Ability to analyze and summarize information. o Ability to read and write in English. o Operate office equipment such as computers, photocopiers, fax machines, etc. o Ability to create comprehensive correspondence. o Ability to determine priorities. o Demonstrate reliability and trustworthiness. o Must complete, attend and/or conduct training as required. o Periodic overtime may be required. o Periodic travel may be required to other facilities; to attend training; or other requirements related to duties as assigned. o Performs other duties as assigned.
Salary Range:
From $59038 to $62000 Annually
Minimum Qualification
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. An Associate's degree from a regionally accredited college or university, in Business Administration, Public Administration, Human Resources Management, Political Science, Finance, Accounting, or related fields of study; plus four (4) years of full-time experience in Business or Public Administration, or related administrative field. OR A Bachelor's degree from a regionally accredited college or university in Business Administration, Public Administration, Human Resources Management, Political Science, Finance, Accounting, or related fields of study; plus two (2) years of full-time experience in Business or Public Administration, or related administrative field. OR Six (6) years of full time experience in Business, Public Administration, Finance, Human Resources or related administrative field with some supervision of subordinate personnel. AND Must be at least 18 years old and have a High School Diploma or GED. Must be able to read and write in English. In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET or other clearance may be required. Must possess and maintain a valid driver's license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes to supervisory chain and State Human Resources (MNHS). Must be proficient in, and able to independently use Microsoft Office software - MS Word and Excel. Ability to use PowerPoint and/or Access also preferred. Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS and the Statewide Learning Management System (SLMS) and/or other computer training as related to duty assignments. Should related regulations, procedures and requirements change, additional training and/or certifications may be required. Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate relevant combined education/years of experience associated with the job duties noted above. Based on assignment, supervisory experience may be required or play a factor in determining qualification. At all times, the employee MUST maintain minimum standards in accordance with current, and as amended, agency, statutory and NGB requirements and directives; failure to do so will subject the individual to disciplinary action, including possible termination. NOTE:
Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements.Estimated Salary: $20 to $28 per hour based on qualifications.
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