Position Information

NY HELPNo

AgencyAttorney General, Office of the

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitOSU - Operational Services Unit (CSEA)

Salary RangeFrom $59787 to $72429 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Dutchess

Street Address One Civic Center Plaza

City Poughkeepsie

StateNY

Zip Code12601

Job Specifics

Duties Description • Principal administrative support in the office for 11 attorneys, consumer frauds representative, and two civil investigators.
• Provides significant support to Assistant Attorney General in Charge (AAGIC) and Deputy Assistant Attorney General (Deputy AAGIC), including scheduling and direct administrative support.
• Responsible for daily coordination of administrative activities, including task assignment and supervision of temporary and administrative support staff.
• Responsible for daily oversight of the work of other clerical staff, including temps, the other administrative assistant, and the LDDS. Provides particularized oversight for consistency of processes and workflow.
• Directs daily information flow, with little to no oversight, between: (1) the attorneys and support staff in the Poughkeepsie Regional Office, (2) opposing counsel, (3) other bureaus and Regional Offices, and (4) the public.
• Maintains, coordinates, and consistently updates the daily schedules of the 11 AAGs and the four support staff, including primary oversight of the Outlook calendar to accurately reflect court appearances, filing deadlines, and meetings.
• Become proficient in NYMatters to provide focused training and respond to technical issues for new AAGs, temps, and support staff.
• Provides significant onboarding and substantive administrative training and orientation to new support staff and temps.
• Assists in conducting interviews and making hiring decisions for administrative staff and temps.
• Answers telephone, provides information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; directs members of the public to the appropriate referral sources.
• Opens, reviews, routes, and distributes incoming mail or other materials and answers routine inquiries for the Poughkeepsie Regional Office email inbox, paper mail, and emailed documents from opposing counsel, the courts, and other offices/bureaus.
• Tracks and coordinates assignments as designated by the AAGIC.
• Organizes and tracks high volume case filings.
• Responsible for routine NYMatters caseload reporting to the AAGIC and Deputy AAGIC.
• Creates, maintains, and enters information into spreadsheets and databases, including NYMatters and paper archive management system (PAM).
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Maintains scheduling and event calendars on behalf of the AAGIC, other AAGs in the office, and visiting AAGs from other offices/bureaus.
• Completes forms in accordance with agency procedures.
• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Searches for information at the request of the AAGIC and other AAGs; assists other support staff, and public callers using various sources including NYMatters, internal share drives, internet searches, and press releases (e.g., information for reports to the Executive or agency counsel; information related to cases filed by the OAG, and case updates as requested by attorneys).
• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
• Orders and distributes supplies.
• Designs and maintains case files and correspondence files, including opening and closing files when appropriate on NYMatters with a high level of proficiency.
• Prepare purchasing requests, vouchers, reimbursement requests, and related documentation, i.e. reviewing and processing invoices related to deposition transcripts, court transcripts, and procurement needs generally.
• Maintains and updates systems of record such as NYMatters.
• Prepares case files closed by attorneys and ready to be archived for shipment to archived records department, retrieves case files as requested and maintains and updates PAM system.
• Performs other duties as assigned.

Minimum Qualifications Reachable on the Department of Civil Service Eligible list for Administrative Assistant 2 in this location.

OR

Eligible for a lateral transfer or eligible for transfer under 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/.

NOTE: Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered into the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024, and June 11, 2025. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.

Additional Comments For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, Payroll rules and regulations, and negotiated union contracts.

The Office of the NYS Attorney General (OAG) cannot provide sponsorship for work authorization. Candidates need to be authorized to work in the United States to be employed by this agency. It is incumbent upon employees to maintain work authorization for the duration of their employment with the OAG.

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

How to Apply

Name Human Resources Management Bureau

Telephone 518-776-2500

Fax

Email Address hr.recruitment@ag.ny.gov

Address

Street Office of the Attorney General, Human Resources Managment Bureau

The Capitol

City Albany

State NY

Zip Code 12224

 

Notes on ApplyingIn your submission, you must provide sufficient information to determine from your resume and/or cover letter that you meet the minimum qualifications stated above. To apply, please send your resume, cover letter, and a copy of your degree/transcript (if applicable) to HR.Recruitment@ag.ny.gov. Be sure to include the Vacancy # and Title of the position in the subject heading of your email.

Candidates from diverse backgrounds are encouraged to apply.
The OAG is an equal opportunity employer and is committed to workplace diversity.

For more information about the Attorney General's Office visit www.ag.ny.gov.