Minimum Qualifications Non-competitive: 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.
Administrative support ** Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Duties Description The incumbent will report to the General Counsel and provide and manage a wide range of administrative support services to the Counsel and Attorney staff. Duties include but are not limited to the following:
Responsibility for administrative tasks related to correspondence, filing, and calendar management for attorney staff of Counsel’s Office.
Serve as liaison for administrative matters between agency executives and Counsel’s Office and other State agency staff at the executive, managerial, and administrative levels.
Assume responsibility for processing and tracking incoming Freedom of Information Law (FOIL) requests; preparing outgoing responses including applying appropriate redactions as directed. The incumbent will be expected to become familiar with the new NYS electronic FOIL management system and gain familiarity with the FOIL and State Personal Privacy Protection Law.
Maintain, compile, and update database of ongoing litigation and investigations.
Maintenance and organization of Counsel’s Office electronic and paper files; logging and tracking of Counsel’s Office reports (Quarterly, Monthly, Bi-weekly to agency leadership and the Executive Chamber).
The successful candidate will also be responsible for receiving, routing, or responding, as appropriate, to mail, telephone, and email requests for information or access to attorney staff.
Manage reimbursements for Counsel’s office staff as needed using the Statewide Financial System (SFS).
Additional assignments will be given by the Counsel based upon project deadlines and office coverage needs.
The ideal candidate should be computer proficient and well-versed in Microsoft Office (i.e., Word, Outlook, Excel) and web conferencing platforms (i.e., Webex, Teams, Zoom).
Must have the ability to establish effective working relationships with a variety of constituents at all levels of the agency.
The incumbent will have access to attorney-client privileged, sensitive and confidential information and will be expected to function with the highest level of confidentiality and discretion.
Additional Comments NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.
Some positions may require additional credentials or a background check to verify your identity.