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Review Vacancy

Date Posted 04/26/22

Applications Due07/31/22

Vacancy ID103715

AgencyAttorney General, Office of the

TitleAdministrative Assistant 1 or Administrative Assistant Trainee 1 (x2 Positions)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $41943 to $51410 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address The Capitol

City Albany

StateNY

Zip Code12224

Minimum Qualifications Reachable on the Department of Civil Service Eligible list for Administrative Assistant 1 (formerly Secretary 1), OR permanent or contingent permanent status as an Administrative Assistant 1 OR eligible to transfer into traineeship.

Candidates must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a Keyboard performance test.

*Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11.


Duties Description There are currently two vacant positions available:

1. Claims Bureau
Duties:
• Oversee clerical staff whose duties include the following tasks:
o Process all incoming mail, including: opening, date-stamping, entering information into NYMatters (OAG case management database), and distributing correspondence, pleadings, and litigation papers to appropriate staff, attorneys or directing them to the proper party for further action;
o Input new case information into NYMatters, prepare files for new cases, and conduct searches;
o Scan pleadings and preparation of required memos and letters;
o Scan all decisions and orders that the bureau receives from the courts, and email those decisions and orders to the appropriate agencies and to the internal OAG intranet;
o Make occasional deliveries or pick-ups at the courts or other agencies;
o Prepare closed cases for transfer to other bureau or State Archives, as applicable;
o Answer the bureau’s reception phone line, send and distribute faxes, respond to the security door and accept deliveries;
o Operate computer programs including, but not limited to, Outlook, Word, Adobe and Oracle databases.
• Supervise clerical staff: train subordinates, assign work, identify training needs, review work and evaluate quality and quantity.
• Communicate with court clerks regarding questions that arise in cases, determine case information and ensure compliance with filing rules.
• Type and appropriately handle correspondence, memoranda and legal documents.
• Answer telephone, which includes answering inquiries for client agencies as well as the public, and appropriately direct calls.
• Maintain, update, research and review records, including case management system records.
• Prepare reports and/or statistics, as needed.
• Provide administrative and secretarial support to Senior Administrative Assistant. This includes preparation of confidential materials and knowledge of bureau and OAG protocols, procedures and resources.
• Perform other duties as assigned.

2. Civil Recoveries - Oil Spill Unit
Duties:
• Provide administrative assistance to the Section Head of the Oil Spill Unit.
• Update and create new case records in Access database.
• Track payments and recoveries for the Unit; enter checks in Access database.
• Produce monthly reports of recoveries for the AAGs and other staff in the Unit based upon Access records.
• Open, review, sort and distribute incoming mail.
• Enter notes in Access database for incoming mail, affidavits of service, liens and other litigation information.
• Draft routine correspondence and memoranda.
• Track lien requests and lien release requests submitted to the Oil Spill Fund.
• Enter leave requests, meetings and court conferences on Central Office and Unit calendar.
• Supervise LDDS staff.
• Perform other duties as assigned.

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

Per Office of the Attorney General policy, confirmation of vaccination status is a condition of employment for this position. If you are not fully vaccinated, you will be required to provide negative COVID-19 test results once weekly. The agency will consider religious and reasonable accommodations.

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

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 ApplyingPreferred method of applying is via e-mail to hr.recruitment@ag.ny.gov. You must include vacancy ID#103715 in the subject line. Please be sure your submitted cover letter and resume indicate your current Civil Service title.

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