Administrative Assistant 1

Job Opening

Job Title:

Administrative Assistant 1 (NY HELPS), SG-11, CSEA

Location:

Albany

Appointment Type:
Permanent Jurisdiction Class:
Competitive

Department:
Legal

625 Broadway Albany, NY 12245

The incumbent of this position will be responsible for providing administrative assistance to the Legal department, ensuring the efficient operation of daily office functions and assisting Counsel with a variety of legal and administrative tasks.

• Provide administrative support to Senior Counsel and department staff.
• Answer telephone and give information to callers, take messages, and transfer calls to appropriate individuals.
• Prepare and track tender letters, indemnification demands, and communications with brokers, insurers, and outside counsel.
• Maintain electronic case files, organizing pleadings, correspondence, discovery, exhibits.
• Create and maintain litigation and investigation logs.
• Retrieve statutes, regulations, cases, and court rules.
• Obtain, review, and organize insurance policies, certificates of insurance, additional insured endorsements, and related coverage documents.
• Track deadlines.
• Use various information technology applications such as Outlook email, Peoplesoft, Excel 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 at the direction of the Legal Dept. Sr. EA.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments for supervisors for Corp and DED Albany-based attorneys.
• Coordinate conferences, meetings, or special events, such as luncheons.
• Assist and complete travel reimbursement forms for Corp and DED Albany-based attorneys.
• Prepare invoices for payment in accordance with agency procedures.
• Make copies of various documents, place them in proper files, and distribute them to appropriate staff.
• Compose, types, and distribute meeting notes, correspondence, and reports.
• Order and distribute supplies.
• Create conference or event materials, such as flyers or invitations.
• May take meeting minutes, and/or prepare material from dictation.

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, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NY HELPS

MINIMUM QUALIFICATIONS:

To be considered for appointment through NY HELPS, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

Administrative Assistant Trainee 1: 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.

Administrative Assistant Trainee 2: 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…