Administrative Assistant or Administrative Assistant Trainee; NY HELPS

Position: Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS)
Duties Description
• Provide professional administrative support to Assistant Attorneys General (AAGs) and staff as part of the Litigation Bureau's Administrative Support Unit (ASU), including the handling of confidential materials and knowledge of Bureau, State Counsel Division, and OAG protocols, procedures, and resources.

• Assist with monitoring the incoming service of legal papers, input data and documents into NYMatters (case management database), ensure timely and appropriate distribution of legal papers to designated Bureau staff, and research case information in NYMatters.

• Assist with facilitating various Bureau financial transactions, including the preparation, review and processing of Purchase Requests, Requests for Expert Services, and Travel Authorization Requests, as well as facilitating payments for court reporter and transcript invoices. Maintain all associated records and create and maintain Excel spreadsheets for tracking such requests.

• Assist with updating and compiling information for various Bureau reports, including searching NYMatters and accessing Internet-based research tools and electronic state and federal court docketing databases (e.g., NYSCEF, eCourts, PACER) to obtain case status information and documents.

• Assist with copying, scanning, and redaction of documents; preparing Tables of Contents and Tables of Authority for legal briefs; drafting letters, forms, legal documents, and other correspondence; updating NYMatters case entries as needed; and other administrative support tasks.

• Proofread documents and reports for correct legal terminology, context, spelling, grammar, and punctuation.

• Schedule meetings, appointments, interviews, and depositions, both in office and via different video conferencing platforms, including Microsoft Teams and Webex.

• Provide backup assistance in responding to telephone inquiries from the public and other state agencies, including answering the Bureau's main line, transferring calls to the appropriate staff, and taking complete messages to ensure proper follow-up.

• Provide backup assistance with reviewing, researching, and updating the Bureau's archived case record disposition reports.

• Interface with other attorneys and staff in the Litigation Bureau and other OAG bureaus, units, and regional offices on an as needed basis.

• Interface with staff at OAG's client agencies, as well as with court clerks and staff concerning court filings, scheduling, service issues, and other related tasks.

• 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…