Position Information

NY HELPNo

AgencyAlcoholic Beverage Control

TitleAdministrative Assistant 2 - VID 225332

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $62499 to $78056 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

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

Location

County Albany

Street Address 80 S Swan St, Suite 900

City Albany

StateNY

Zip Code12110

Job Specifics

Duties Description • Assist Secretary to the Board and Administrative Specialist 1 as needed.
• Reviews work done by others and generated by the agency’s internal operational systems to check for correct spelling and proper grammar, ensures that office format policies are followed, and make the appropriate revisions.
• Reviews materials and records submitted by other business units (Licensing, Counsel, Hearing Bureau, and Enforcement), clients/customers, and the public for completeness and accuracy, and requests additional information or documentation when necessary.
• Processes and routes licensing, disciplinary, and miscellaneous items within the agency’s internal operational system in accordance with office procedures.
• Completes forms in accordance with agency procedures.
• Scans and makes copies of various documents, places them in proper files, uploads them into the agency’s internal operational system, and distributes them to appropriate staff.
• Locates, attaches, and redacts when necessary appropriate files to incoming correspondence.
• Creates, maintains, and enters information into spreadsheets and databases.
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Operates telecommunication equipment for Full Board and other virtual meetings; and ensures visitors are entered into the security system, their attendance is documented, and they are connected and able to speak and listen to the Members and other relevant staff in the meeting.
• Uses various information technology applications such as email, database, spreadsheets and word processing applications.
• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.
• Searches for information using various sources including the internet.
• May supervise other administrative and clerical staff, and provide training and orientation to new staff.
• Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.
• Act as liaison between other business units as needed (Administration, Licensing, Counsel and Enforcement).
• Perform other duties as assigned.

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.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

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.

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.

How to Apply

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 to HRresumes@ogs.ny.gov detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.