NY HELPYes

AgencyAttorney General, Office of the

TitleAdministrative Assistant 1 or Administrative Assistant Trainee (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 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 New York

Street Address Office of the New York State Attorney General

28 Liberty Street

City New York

StateNY

Zip Code10005

Duties Description • Provide professional administrative support to Assistant Attorneys General (AAGs) and staff as part of the Litigation Bureau’s Administrative Support Unit (ASU), including the handling of confidential materials and knowledge of Bureau, State Counsel Division, and OAG protocols, procedures, and resources.
• Assist with monitoring the incoming service of legal papers, input data and documents into NYMatters (case management database), ensure timely and appropriate distribution of legal papers to designated Bureau staff, and research case information in NYMatters.
• Assist with facilitating various Bureau financial transactions, including the preparation, review and processing of Purchase Requests, Requests for Expert Services, and Travel Authorization Requests, as well as facilitating payments for court reporter and transcript invoices. Maintain all associated records and create and maintain Excel spreadsheets for tracking such requests.
• Assist with updating and compiling information for various Bureau reports, including searching NYMatters and accessing Internet-based research tools and electronic state and federal court docketing databases (e.g., NYSCEF, eCourts, PACER) to obtain case status information and documents.
• Assist with copying, scanning, and redaction of documents; preparing Tables of Contents and Tables of Authority for legal briefs; drafting letters, forms, legal documents, and other correspondence; updating NYMatters case entries as needed; and other administrative support tasks.
• Proofread documents and reports for correct legal terminology, context, spelling, grammar, and punctuation.
• Schedule meetings, appointments, interviews, and depositions, both in office and via different video conferencing platforms, including Microsoft Teams and Webex.
• Provide backup assistance in responding to telephone inquiries from the public and other state agencies, including answering the Bureau’s main line, transferring calls to the appropriate staff, and taking complete messages to ensure proper follow-up.
• Provide backup assistance with reviewing, researching, and updating the Bureau’s archived case record disposition reports.
• Interface with other attorneys and staff in the Litigation Bureau and other OAG bureaus, units and regional offices on an as needed basis.
• Interface with staff at OAG’s client agencies, as well as with court clerks and staff concerning court filings, scheduling, service issues, and other related tasks.
• Perform other duties as assigned.

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE QUALIFICATIONS:
• Administrative Assistant 1 (AA1) (SG 11, current starting salary $47,695, job rate $58,447):
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

• Administrative Assistant Trainee 2 (NS Equated SG 10, current starting salary $45,081, job rate $55,322):
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

• Administrative Assistant Trainee 1 (NS Equated SG 8, current starting salary $40,391, job rate $49,743):
Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.


Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses.

PREFERRED QUALIFICATIONS: Proficiency in the Microsoft Office Suite (including Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat XI Pro, and some experience with Best Authority, Relativity and/or other electronic discovery platforms is preferred.

Additional Comments We are seeking talented and motivated support staff to work with our attorneys in the State’s law firm. The selected candidate will be part of a fast-paced office, gaining experience while providing public service on behalf of the State of New York. The Attorney General serves the public interest of all New Yorkers in matters affecting their daily lives, enforcing laws to protect consumers, tenants, patients, workers, investors, and charitable donors. The office coordinates statewide civil and criminal investigations, promoting economic and social justice, encouraging harm-reducing public health strategies, and preserving the state’s environment.

Careers with the State offer multiple benefits, including paid vacation leave (13+ days per year), sick leave, paid State holidays off, health insurance including vision & dental, entry into the NYS retirement (pension) system, education and training, eligibility for public student loan forgiveness, and job stability with promotional opportunities. Workplace flexibilities include multiple options for employees, including telecommuting (up to two days per week) and alternative work schedules.

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 New York State Attorney General

The Capitol

City Albany

State NY

Zip Code 12224

Notes on ApplyingTo apply, please send your resume, cover letter, and a copy of your degree/transcript (if applicable) to HR.Recruitment@ag.ny.gov. Be sure to include the Vacancy # and Title of the position in the subject heading of your email.

In your submission, you must provide sufficient information to determine from your resume and/or cover letter that you meet the minimum qualifications stated above.

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