Review Vacancy
AgencyChildren & Family Services, Office of
TitleAdministrative Assistant 2
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $56375 to $70407 Annually
Minimum Qualifications Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer.
Provisional: One year of permanent competitive or 55b/c service as an Administrative Assistant 1.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
Duties Description The Administrative Assistant 2, under the direction of the bureau attorneys, will be expected to perform:
Advance level support functions working under broad guidelines.
Select the best course of action from a number of alternatives and set their own priorities based on a review of the work to be performed and their knowledge of the program area and office procedures.
Perform a wide range of responsibilities that include communication, coordination, organization, and record maintenance.
Handle telephone calls, give information to callers, take messages, transfer calls to appropriate individuals, assist visitors and respond to inquiries and questions.
Track and coordinate assignments as needed and organize and process records and reports, completing and submitting in accordance with agency policies and procedures.
Set up and maintain office filing systems and procedures, manage paper and electronic filing systems and update office manuals and databases.
Receive, review, track and process incoming correspondence and prepare and edit draft responses and other documents where appropriate.
Review outgoing correspondence for grammar, spelling, etc.
Compose, type and distribute correspondence and reports, and assist in the preparation of legal documents, responses to interrogatories, notices to admit and requests for documents.
Make copies of various documents, including sensitive confidential material, and distribute to appropriate staff as needed.
Maintain executive staff files and calendars, coordinate and arrange meetings, conference calls, pre-hearing conferences, administrative hearings, and manage agendas and project activities in an orderly manner.
Act as the Travel Liaison, make travel arrangements for staff and assist with the creation and submittal and resolution of travel expense reports for staff.
Create and submit requisitions and annual purchase orders, review invoices for verification and submittal in SFS, process receipts of service and resolve billing issues with vendors.
Resolve day-to-day operational problems and coordinate information flow by acting as liaison among key executives, staff, other employees, and the public.
Research in areas where precedent may be expected.
Prepare a limited analysis of the research obtained - Complete routine investigative work for review.
Gather complete information from a variety of sources and provide a preliminary assessment of the information.
Manage the flow of case related materials as it directly relates to protecting the public health and safety in the case of legal processes involving court-involved youth; areas related to State Legislation; Intergovernmental Affairs; State Budget & Appropriations; Federal Issues; FOIL request received and responded to; New York State Bills of Interest; Executive Tracking System and answer routine questions received from the agency staff and public as requested.
Additional duties will be discussed in detail during the interview.
Additional Comments Preferred education is an associate or bachelor’s degree. An associate or bachelor’s degree is not required for this position.
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 - CDS
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.