Review Vacancy
AgencyChildren & Family Services, Office of
TitleAdministrative Assistant 1/Trainee 1/2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $36964 to $53490 Annually
Minimum Qualifications One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer.
Please note: A keyboarding test may be required before appointment.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
A two-year traineeship (Administrative Assistant Trainee 1 & 2 NS= Grade 8 and 10 and leading to Administrative Assistant 1, Grade 11) is available.
Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.
All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.
Duties Description Position is to provide administrative support to the Associate Commissioner and staff in the Division of Youth Development and Partnerships for Success.
• Provide a high level of customer services to agency staff as well as external agencies and organizations. Coordinate information flow by acting as liaison among key executives, staff, other employees, and the public.
• Answer and direct phone calls, e-mails, or other written communications for the Associate Commissioner (AC), Deputy Commissioner and other division staff.
• Maintain calendar for the Associate Commissioner and schedule or edit meetings via Outlook, WebEx, or Teams. Check for scheduling conflicts and bring to the attention of the AC to discuss how to resolve. Assist with the Deputy Commissioner’s calendar and scheduling when necessary
• Set up a reminder system to remind AC of assignments and important meetings.
• Prepare meeting agendas and materials when requested.
• Maintain weekly itineraries for AC.
• Assist with letters, memos, email correspondence and other work products for formatting, completeness, and appropriate grammar and punctuation; and assist with copying, scanning, organization, and distribution.
• Coordinate travel arrangements for the AC and assist in the completion of associated documentation.
• Process travel expense reports for the Associate Commissioner in SFS;
• Develop administrative support procedures – such as filing systems - to improve workflow and office efficiency and ensure appropriate file retention and storage.
• Troubleshoot equipment issues and work with Office of Management Services and IT regarding repairs and problem solving
• Assist with office supplies orders and space needs.
• Refer questions or relay assignments to appropriate staff members, track and monitor status when requested.
• Assist with personnel matters such as scheduling interviews and providing relevant documents for search committee.
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.
The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff, and encourage applicants from marginalized communities to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.
Some positions may require additional credentials or a background check to verify your identity.
Name New York State Office of Children and Family Services
Email Address eoajobpostings@ocfs.ny.gov
Address
Street Bureau of Personnel - MEM
52 Washington Street, 231 North
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.