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Review Vacancy

Date Posted 11/29/23

Applications Due12/14/23

Vacancy ID145076

AgencyAttorney General, Office of the

TitleAdministrative Assistant 1 or Administrative Assistant Trainee

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $38073 to $55093 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? Yes

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? Yes

County New York

Street Address Office of the New York State Attorney General

28 Liberty Street

City New York City

StateNY

Zip Code10005

Minimum Qualifications Reachable on the Department of Civil Service Eligible list for Administrative Assistant Trainee 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 This position is in the Real Estate Finance - Record Room.

• Compile weekly statistics in Excel for reports on the number of plan submissions, amendments, No Actions, Terminations, Syndications, Broker Dealer, and Cooperative Policy Statements received monthly.
• Create and compile quarterly statistics in Excel to compare numbers and percentages to previous years.
• Monitor and track case assignments and review of documents by Attorney and Engineering staff.
• Create and update Workflow/Processing Procedural Guides for the submission and acceptance of Broker Dealer Applications, Offering Plans, Cooperative Policy Statements, No Action, and Terminations.
• Monitor and evaluate the intake process and recommend ways to improve flow of paper and electronic records through the review process to meet high volume of intake.
• Monitor and evaluate data entered to identify any deficiencies including issues with payment (amounts & checks more than 90 days old) and missing answers to required questions.
• Determine any follow up required on outstanding documents.
• Review and apply rules and regulations for who may be exempt from filing further amendments to a cooperative, condominium or homeowners’ association offering plan if they meet certain requirements.
• Review and apply rules and regulations governing which components, if not present, will deem the application deficiency pending.
• Produce internal reports and reports for NYS Bar meetings as requested.
• Ensure that that clerical staff is properly trained in type of documents they are assigned as intake and provide training on any procedural changes that occur as a result of changes to the intake process.
• Respond to internal queries from bureau and other OAG staff regarding plan submissions.
• Draft job duty statements for review by Bureau management and Human Resources when a clerical vacancy occurs.
• Bureau contact for RMS (Recruitment Management System).
• Review each applicant’s transcript, writing sample, cover letter, and resume to determine qualified candidates for summer intern positions.
• Update RMS regularly (upload documents, update applicant’s status).
• Coordinate and conduct interviews for Bureau vacancies. Write interview evaluations. Communicate regularly with applicants and stakeholders including requests for additional documentation.
• Oversee staff in evaluating, and provide evaluations as needed.
• 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.



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

Name Human Resources

Telephone (518)776-2500

Fax (518)915-7754

Email Address HR.Recruitment@ag.ny.gov

Address

Street Office of the New York State Attorney General

The Capitol

City Albany

State NY

Zip Code 12224

 

Notes on ApplyingCurrent state employees who meet the minimum qualifications as stated may submit a cover letter and resume. The preferred method of application is via email to HR.Recruitment@ag.ny.gov. Please indicate Vacancy ID #145076 in the subject line and be sure to indicate how you qualify.

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