NY HELPNo

AgencyAlcoholic Beverage Control

TitleAdministrative Assistant 2 - VID 201954

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $59808 to $74695 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 80 South Swan Street, Suite 900

City Albany

StateNY

Zip Code12110

Duties Description The incumbent to this position would be responsible for, but not limited to the following:
• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.
• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries
• Tracks and coordinates assignments.
• Sets up and manages paper and electronic filing systems.
• Uses various information technology applications such as email, database, spreadsheets and word processing applications.
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Creates, maintains, and enters information into spreadsheets and databases.
• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
• Coordinates conferences, meetings, or special events.
• Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.
• Completes forms in accordance with agency procedures.
• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Composes, types, and distributes meeting notes, correspondence, and reports.
• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Searches for information using various sources.
• Manages projects or contributes to teamwork.
• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
• Orders and distributes supplies.
• Creates conference or event materials such as flyers or invitations.
• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
• May take meeting minutes, and/or prepare material from dictation.
• May supervise other clerical staff and provide training and orientation to new staff.
• Other duties as assigned.

NOTE:
• Travel may be required (approximately 5%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required, or otherwise demonstrate the capacity to meet the transportation needs of the job.

Minimum Qualifications High school diploma or high school equivalency diploma and three years of experience in administrative support*, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

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

Additional Comments The Division of Alcoholic Beverage Control is an Equal Opportunity Affirmative Action Employer. Candidates with diverse backgrounds and experience are encouraged to apply. New York State Human Rights Law prohibits discrimination based on age, race, creed, color, national origin, sexual orientation, military status, familial status, citizen or immigration status, sex, disability, marital status, gender identity or expression, prior arrests, prior conviction records, predisposing genetic characteristics or domestic violence victim status. The Division of Alcoholic Beverage Control is committed to a workplace free from discrimination based on the referenced characteristics and other federal and state protected characteristics.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

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

Name Human Resources/AS

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.