Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS)

The duties that the incumbent of the vacancy will be expected to perform. Duties Description • Provide administrative and clerical support to Assistant Attorneys Generals and staff in the Brooklyn Regional Office, including the handling of confidential materials and knowledge of Office, Regional Affairs Division and OAG protocols, procedures and resources. • Answer telephones, review emails, take messages, or route to the appropriate recipient. • Greet, direct, and provide materials to in-person office visitors with excellent customer service.• Coordinate information flow by acting as the liaison between staff and the public• Open, review, sort, and distribute incoming physical and electronic correspondence, including copying, scanning, and redaction of documents. 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, appointments, interviews, and depositions, both in office and via different video conferencing platforms, including Microsoft Teams and Webex. 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. • Index and maintain office records and files, order postage and archive records. • 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. • Maintain and update systems of record such as NY Matters 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 the 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.

The minimum qualifications required for this vacancy. Minimum Qualifications 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. 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. NON-COMPETITIVE QUALIFICATIONS: • Administrative Assistant 1 (AA1) (SG 11, current starting salary $47,695, job rate $58,447): 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. • Administrative Assistant Trainee 2 (NS Equated SG 10, current starting salary $45,081, job rate $55,322): 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. • Administrative Assistant Trainee 1 (NS Equated SG 8, current starting salary $40,391, job rate $49,743): 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. Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses.OTHER WAYS TO QUALIFY: Reachable on the Department of Civil Service Eligible list for Administrative Assistant 1. OREligible for a lateral transfer or eligible for transfer under 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website. OR 55 B/C: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, the candidate must be enrolled in the Civil Service 55b/c program and meet the minimum qualifications listed above.

Additional comments regarding the vacancy. Additional Comments We are seeking talented and motivated support staff to work with our attorneys in the State’s law firm. The selected candidate will be part of a fast-paced office, gaining experience while providing public service on behalf of the State of New York. The Attorney General serves the public interest of all New Yorkers in matters affecting their daily lives, enforcing laws to protect consumers, tenants, patients, workers, investors, and charitable donors. The office coordinates statewide civil and criminal investigations, promoting economic and social justice, encouraging harm-reducing public health strategies, and preserving the state’s environment. 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.HOURS The agency's hours of operation are Monday through Friday, between 8:30 a.m. and 5:00 p.m. (37.5 hours/week). Scheduling determinations depend on the needs of each Bureau and will be communicated during interviews. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller (OSC) in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.The Office of the NYS Attorney General (OAG) cannot provide sponsorship for work authorization. Candidates need to be authorized to work in the United States to be employed by this agency. It is incumbent upon employees to maintain work authorization for the duration of their employment with the OAG. This agency does not participate in E-Verify for work authorization purposes.

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