Administrative Assistant 2 (VID 156627)

Minimum Qualifications

Current New York State employee with one year or more of qualifying 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.

Candidates must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a Keyboard Specialist performance test.

Duties Description

Reporting to the General Counsel, this position will provide a wide range of administrative tasks related to day-to-day operations for the Legal Unit. This position will also be responsible for supervising one Administrative Assistant, Gr-11 and one Office Assistant 2, Gr-9.

Duties Include, But Are Not Limited To

Maintain a high level of confidentiality in all matters of day-to-day operations. Supervision and training of support staff. Assist office members assigned to administrative hearings. Maintain scheduling and event calendars. Schedule and confirm appointments for clients, customers, or supervisors. Coordinate conferences, meetings, or special events. Make travel arrangements for staff according to NYS travel procedure. Create and/or submit travel expense reports for staff. Answering the telephone, taking messages, and transferring calls to appropriate individuals. Greet visitors or callers by handling inquiries directly or by directing them to the appropriate persons. Handle incoming and outgoing mail. Open, read, route, and distribute incoming mail or other materials and answers routine inquiries. Mail various items including letters, reports, and promotional materials; and prepare packages and arrange for them to be shipped. Set up and manage paper and electronic filing systems. Use various information technology applications such as email, database, spreadsheets, and word processing applications. Operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions. Create, maintain, and enter information into spreadsheets and databases. Complete forms in accordance with agency procedures. Make copies of various documents, places them in proper files, and distributes them to appropriate staff. Locate and attach appropriate files to incoming correspondence requiring replies. Compose, type, and distribute meeting notes, correspondence, and reports. Provide services to customers, such as order placement or account information. 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. Order and distribute supplies.

Additional Comments

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