Minimum Qualifications Three years of relevant experience.
Substitution: Certification (such as the International Association of Administrative Professionals’ Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.
Duties Description Assistant to the Deputy Commissioner and General Counsel and Two Deputy Counsels:
1. Maintain the Deputy Commissioner and General Counsel, and Deputy Counsel’s calendar to schedule timely appointments. Effectively screens and organizes e-mail correspondence. Ensures that entries are made for Project Sunlight when required.
2. Maintains strong positive relations with other staff members, agencies and external customers on behalf of the General Counsel and Deputy Counsels.
3. Works closely and in a professional manner with the Governor's Office, the
Commissioner's Office, Executive Staff members, and the Office of General Counsel
of many agencies.
4. Provides backup support for OGC Attorney’s. Scheduling, preparing documents, scanning, preparing final documents for signature. Processing of Litigation Advisory, AG Referral and Litigation Hold to proofread and ensure accurate final process.
5. Ensures efficient use of telephone coverage, word processing, vouchers into the FMIS fiscal management system, and EDMS for executive sign off.
6. Handling incoming phone calls and responding to questions, referring technical calls to appropriate staff.
7. Screen incoming mail to prepare it for the General Counsel and Deputy Counsel’s attention and track all incoming correspondence. Inform staff of changes in office and/or Agency procedures. Analyze the efficiency of the office procedures and recommend and/or implement new procedures as appropriate. Maintain the confidential office files and handle all material relative to securing of top-level information.
8. Preparing correspondence for General Counsel and Deputy Counsel’s signature; reviewing outgoing correspondence for accuracy, clarity, and completeness; design, setup and maintain files (including electronic files); schedule meetings and maintain calendars; and make travel arrangements and prepare travel vouchers.
9. The incumbent will be expected to work with a large amount of independence and will be expected to make appropriate determinations regarding situations of some complexity that require higher-level review and approval.
10. Compile all required documents and materials for meetings. Contact high-level officials both within and outside of the Department on behalf of the General Counsel and Deputy Counsels’.
Some positions may require additional credentials or a background check to verify your identity.