Current New York State employee with one year or more of permanent, contingent-permanent or 55b/c service as an Administrative Assistant 2; OR current New York State employee with one year or more of permanent, contingent-permanent or 55b/c service in a position allocated to a Grade 13 or above AND eligible for transfer under Section 70.1 of the Civil Service Law
NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Civil Service website (www.cs.ny.gov) to determine transfer eligibility or contact OGS Human Resources for your transfer options.
The incumbent to this position would be responsible for, but not limited to the following:
• Answer the telephone and gives appropriate information to callers, take messages, and transfer calls to appropriate individuals.
• Greet visitors, or callers and handle their inquiries; or direct them to the appropriate persons.
• Open, read, route, scan legal mail, date stamps incoming mail, and distributes incoming mail or other materials.
• Track and coordinate assignments.
• Manage and set up paper and electronic filing systems and organize all documents for review by Counsel in a manner that permits Counsel to expeditiously determine priority matters.
• Use various information technology applications such as email, database, spreadsheets, and word processing applications.
• Operate office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Create, maintain, and enter information into spreadsheets and databases.
• Assist with technology and performs other tasks as assigned.
• Create documents as needed like NOP’s, cover letters and other notices and letters and prepare them for mailing.
• Assist in the preparation of items such as agenda sheets and memos for Full Board, non-calendar items and FOIL responses.
• Assist in the preparation and mailing of documents for litigation.
• Maintain scheduling and event calendars. Schedule and confirm appointments, including hearings, for clients, customers, ALJ’s or supervisors. Reserve rooms for these and other needed purposes.
• Coordinate conferences, meetings, or special events.
• Make travel arrangements for staff. Create and/or submits travel expense reports for staff.
• Upload and maintain recordings of hearings and distributes those recordings as needed for legal and for hearing bureaus.
• Complete forms in accordance with agency procedures.
• Make copies and/or scans various documents, place them in proper files, and distribute them to appropriate staff or prepares them for mailing.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Review work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Search for information using various sources including the internet.
• Manage projects or contributes to committee or teamwork.
• Mail and/or email various items including letters, reports, and other materials as needed; and prepares packages and arranges for them to be sent.
• Coordinate with Administration to order supplies and track inventory for the office.
• Distribute supplies to employees.
• May supervise other clerical staff and provide training and orientation to new staff. If supervising, establish schedules and keep track of the daily work of clerical staff.
• Take meeting minutes, and/or prepare material from dictation.
• Handle other administrative tasks as directed by the Executive Team or Administration office on an as needed basis for general office support.
• Report to Deputy Commissioner and assist in implementation of operational policies and procedures and manages agency projects as assigned.
• Manage and maintain records and databases for required agency and interagency reporting.
• Coordinate information flow by acting as liaison between building management and Agency staff.
• Assess and manage work priorities in such a way that work is completed timely and accurately and communicate with supervisors regarding those assignments as needed.
• Coordinate and tracks scheduling of hearings, filing of reports, billable hours for Administrative Law Judges and storage and auditing of hearing records.
Some positions may require additional credentials or a background check to verify your identity.
31st Floor Corning Tower, Empire State Plaza
Notes on ApplyingPlease submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Position Title & Vacancy ID number for which you are applying.