Position Information

NY HELPNo

AgencyChildren & Family Services, Office of

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $52608 to $65702 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Rensselaer

Street Address Capital View Office Park - Legal

52 Washington Street, North Building

City Rensselaer

StateNY

Zip Code12144

Job Specifics

Minimum Qualifications High school diploma or high school equivalency diploma; and three years of experience in administrative support*, which includes use of office software (e.g., mail, word processing), provision of customer service, business writing, and management of an office.

*Certification (e.g. IAAP Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Duties Description The Administrative Assistant 2, under the direction of the bureau attorneys, will be expected to perform:

Advance level support functions working under broad guidelines

Select the best course of action from a number of alternatives and set their own priorities based on a review of the work to be performed and their knowledge of the program area and office procedures

Perform a wide range of responsibilities that include communication, coordination, organization and record maintenance

Handle telephone calls, give information to callers, take messages, transfer calls to appropriate individuals, assist visitors and respond to inquiries and questions

Track and coordinate assignments as needed and organize and process records and reports, completing and submitting in accordance with agency policies and procedures

Set up and maintain office filing systems and procedures, manage paper and electronic filing systems and update office manuals and databases

Receive, review, track and process incoming correspondence and prepare and edit draft responses and other documents where appropriate

Review outgoing correspondence for grammar, spelling, etc.

Compose, type and distribute correspondence and reports, and assist in the preparation of legal documents, responses to interrogatories, notices to admit and requests for documents

Make copies of various documents, including sensitive confidential material, and distribute to appropriate staff as needed

Maintain executive staff files and calendars, coordinate and arrange meetings, conference calls, pre-hearing conferences, administrative hearings, and manage agendas and project activities in an orderly manner

Act as the Travel Liaison, make travel arrangements for staff and assist with the creation and submittal and resolution of travel expense reports for staff

Create and submit requisitions and annual purchase orders, review invoices for verification and submittal in SFS, process receipts of service and resolve billing issues with vendors

Resolve day-to-day operational problems and coordinate information flow by acting as liaison among key executives, staff, other employees, and the public

Research in areas where precedent may be expected

Prepare a limited analysis of the research obtained - Complete routine investigative work for review

Gather complete information from a variety of sources and provide a preliminary assessment of the information

Manage the flow of case related materials as it directly relates to protecting the public health and safety in the case of legal processes involving court-involved youth; areas related to State Legislation; Intergovernmental Affairs; State Budget & Appropriations; Federal Issues; FOIL request received and responded to; New York State Bills of Interest; Executive Tracking System and answer routine questions received from the agency staff and public as requested.

Additional duties will be discussed in detail during the interview.

Additional Comments Background Investigation Requirements:
1) All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee’s employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information, and may be required to pay any necessary fees.
2) All prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees will be required to pay any necessary fees.
3) For Division of Juvenile Justice and Opportunities for Youth (DJJOY) prospective appointees will be checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable.


Candidates from diverse backgrounds are encouraged to apply. OCFS is an Equal Opportunity/Affirmative Action Employer. OCFS is committed to ensuring equal opportunity for persons with disabilities and workplace diversity. It is the policy of OCFS to provide reasonable accommodations to qualified applicants and employees with disabilities to enable them to perform the essential functions of the position for which they are applying or for which they are employed. OCFS does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under title I of the ADA.

Some positions may require additional credentials or a background check to verify your identity.

Contact Information

Name New York State Office of Children and Family Services

Telephone 518-473-7936

Fax 518-473-6122

Email Address eoajobpostings@ocfs.ny.gov

Address

Street Bureau of Personnel - CDS

52 Washington Street, 231 North

City Rensselaer

State NY

Zip Code 12144

 

Notes on ApplyingQualified candidates should e-mail their resume and letter of interest to eoajobpostings@ocfs.ny.gov You MUST include the Vacancy number of the position in the subject line of your email and/or cover letter to ensure receipt of your application. In order to qualify you for the position when you have current or prior New York State employment, you may be contacted by OCFS Personnel for your social security number to confirm your employment history.