Administrative Assistant or Administrative Assistant Trainee; NY HELPS

Position: Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS)
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.

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…