Administrative Assistant

Description

The Office of Commission Operations provides support services to the State Civil Service Commission in regard to promulgation of rules and regulations for the classified service, executive actions, and executive items requiring action by the Commission and approval by the Governor to amend the Appendices of the Rules for the Classified Service, appeals, and investigations regarding State service.

Commission Operations establishes an effective relationship between the Civil Service Commission and the program staff of the Department of Civil Service, 70 State agencies, State employees, and the public in respect to the development and implementation of policy determinations made by the Civil Service Commission.

• Provide administrative support to the Office of Commission Operations.
• Assist in answering the main line, provide information to callers, take messages, and transfer calls.
• Assist in opening, reading, routing, and distributing incoming mail or other materials; answer routine letters; and prepare and mail items.
• Assist with monitoring, routing and responding to requests in the shared mailbox daily.
• Schedule meetings and maintain office calendars to ensure that they are accurate and current.
• Track monthly production figures and prepare final monthly report.
• Generate Classification & Compensation/Division of Budget reports every Monday in People
  
  Soft8/NYSTEP electronic system.
• Review and process jurisdictional classification (JC) requests that are received from State agencies through the New York State Electronic Personnel System (NYSTEP).
• Assist in managing paper and electronic filing systems, search files in response to requests for information and Freedom of Information Law (FOIL) requests, and archive in accordance with office procedures.
• Prepare public meeting notices and submit to the Department of State monthly.
• Receive and process Leave of Absence requests received.
• Create the State Commission Calendar pages for Leave of Absences, Testing items, Merit Awards, Vacant Exempt and 55b/c requests.
• Assemble and maintain attendee listing for monthly Commission meeting.
• Update and maintain listings after monthly Commission meeting.
• Complete special projects and duties as assigned.

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.

Substitution:
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.

#Team Civil Service  is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world‑class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://(Use the "Apply for this Job" box below).), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://) to place individuals with disabilities in State jobs and the New York Leaders Initiative Student Intern Program. ()

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.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities,…