Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS) - Buffalo

NY HELPS:

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 and complete a probationary period.

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.

Candidates eligible for 55b/c appointment who meet the Non-Competitive Minimum Qualifications below are encouraged to apply.

Non-Competitive Minimum Qualifications:

• Administrative Assistant 1 (CSEA salary grade 11, current starting salary $46,306, job rate $56,743): 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.

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

• Administrative Assistant Trainee 2 (NS equated CSEA Salary Grade 10, current starting salary $43,768, job rate $53,708): 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

• Administrative Assistant Trainee 1 (NS equated CSEA Salary Grade 8, current starting salary $39,215, job rate $48,294): 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

Competitive Minimum Qualifications:

• Candidates must be reachable on the current Administrative Assistant 1 (formerly Secretary 1) eligible list OR eligible for transfer under Civil Service Law. For transfer to an Administrative Assistant Traineeship, you must have one year of permanent competitive, or 55-b/c service in an approved title for transfer allocated to a SG-6 or above. A comprehensive list of qualifying titles is available at: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm.

Non-Competitive Promotion Qualifications:

• For current NYS Employees, if there are no more than three (3) qualified candidates in the promotional field for this position, permanent appointment may be made by non-competitive promotion (NCP) of an applicant who meets the above-mentioned minimum qualifications. To be eligible for NCP, candidate must be in the direct promotion field (Office Assistant 2 Keyboarding and all Office Assistant 2 Keyboarding language parenthetics), must not have failed (or failed to take) the last holding of the exam for the title listed above, and must have at least one year of permanent competitive or 55-b/c service in a qualifying title.

*For all appointments, the selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11.

Duties Description There are multiple vacancies located at our Buffalo Regional Office.

Administrative Assistants 1 at the OAG provide day-to-day administrative support to Attorneys and/or Bureau Chiefs. Duties may include, but are not limited to, the following:

• Answer telephones, take messages or route to the appropriate recipient.
• Greet, direct, and provide materials to in-person office visitors with excellent customer service.
• Open, review, sort and distribute incoming physical and electronic correspondence. Communicate with other bureaus and offices to determine how to redirect as appropriate.
• Prepare outgoing correspondence and legal documents as assigned, including review of outgoing correspondence for proper grammatical usage and accuracy.
• Design and maintain case files and correspondence files, including opening and closing such files when appropriate.
• Schedule meetings and maintain appointment calendars. Maintain office calendars to ensure that they are accurate and current.
• Make travel arrangements, including booking of transportation and lodging, and completion of OAG travel documentation.
• Prepare purchasing requests, vouchers, reimbursement requests, and related documentation.
• Order office supplies and ensure that office equipment is in working order.
• Train new staff members and assign work to clerical staff or student assistants.
• Review office procedures and forms. Recommend changes, when appropriate.
• E-file and retrieve documents in the Federal and State Court systems.
• Maintain and update systems of record such as NYMatters or other case-management databases.
• Prepare case files closed by attorneys for shipment to archived records, retrieve case files as requested, and maintain and update paper archive management system.
• Produce monthly reports.
• Keep staff informed of, and schedule as needed, meetings, court appearances, and legal filings.
• Perform other duties as assigned.

Additional Comments 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.

The agency's hours of operation are Monday through Friday, between 8:00 am and 5:30 pm (37.5 hours/week).
Scheduling determinations are dependent upon the needs of each Bureau and will be communicated during interviews.

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 Applying To apply, submit a cover letter and resume to HR.Recruitment@ag.ny.gov. Be sure to include the Vacancy # and job title in your subject heading. Transcripts are not required unless degree is for experience substitution.

For more information about the Attorney General's Office visit www.ag.ny.gov.