Application Due By: 8/11/2010

Title

Administrative Assistant or Administrative Assistant Trainee 1 or 2

Location

Executive Office
1450 Western Avenue
Albany, NY 12203

Salary

 $38934 to $65190

Grade

 18

Additional Salary

 $

Classification

 Civil Service

Work Hours

 8:30 AM to 5:00 PM

Work Days

 Mon - Fri

Employment Type

 Full Time

Appointment Type

 Permanent

Jurisdictional Class

 Competitive

Bargaining Unit/MC

 PS&T - PEF

Duties/ Responsibilities

Under the general direction of the Chief of Staff and physically located in the Office of the OASAS Commissioner, the incumbent will provide direct, professional administrative staff support to the Chief of Staff. In addition, the incumbent will serve in a broad capacity supporting the work of the OASAS Executive Office including the OASAS Commissioner and Executive Deputy Commissioner. The OASAS Executive Office is a fast paced, ever-changing, high pressure and complex environment. The incumbent will be thoroughly and directly involved in the activities of this involvement and be expected to perform the duties of the position fully and accurately with minimal instruction or direction. The incumbent must have the ability to anticipate executive staff needs, change direction quickly and well, produce completed staff work and fully manage the requirements of the position.

The following duties are illustrative of the role:


- Conducts research projects and special studies which require in-depth assessment, cost benefit analysis, examination and research of operational practices, expenditures and operating procedures.

- Compilation and analysis of data and the preparation reports and recommendations to the Chief of Staff and others.

- Evaluates and makes recommendations on proposed policies and position papers.

- Develops, initiates and monitors responses to surveys, questionnaires and/or e-mails. Analyzes and prepares tables/charts based on responses.

- Coordinates and interacts with executive staff, senior management staff, and Addictions Treatment Center Directors to obtain and assemble information for use by the Chief of Staff and others in the OASAS Executive Office. Determines whether specific problems or issues require the personal attention of the Chief of Staff.

- Coordinates the flow of information and data by acting as liaison among OASAS managers, staff, and the public. Responds to inquiries and clarifies information as necessary.

- Transmits information and instruction to agency staff and follows-up as necessary.

- May interact on behalf of the Chief of Staff with various outside OASAS constituencies including other state agency officials, NYS control agencies (e.g. DCS, DOB, OSC, etc.), OASAS funded/licensed addictions services providers, State and local political representatives, etc.

- Prepares draft documents including reviewing incoming correspondence. Routes correspondence, memoranda and electronic mail to appropriate staff members for response, if required. Personally responds to inquiries, correspondence and memoranda which are not of a confidential or technical nature and do not require policy determinations. Prepares replies for signature by the Chief of Staff or other Executive Team members as appropriate.

- Represents Chief of Staff at meetings and on committees.

- Other varied and complex roles as required and identified by the Chief of Staff or other Executive Office staff.

- Carries out personnel activities such as preparing requests to fill positions, and facilitating the Office in the full range of the hiring process.

- Researches, prepares and submits Purchase Requisitions. Follows up as needed.

- Assists the Office of Communications, as necessary, by responding to routine correspondence, inquiries and providing information for press releases and other documents.

- Designs, revises and controls the use of forms required by the Executive Team.

- Assists the Chief of Staff with the daily workload. Provides administrative assistance to other Executive staff members as needed.

Minimum/Preferred Qualifications

YOU MUST CURRENT BE EMPLOYED BY THE STATE OF NEW YORK IN ORDER TO APPLY FOR THIS POSITION and have

- Permanent status as an Administrative Assistant, G-18 and interested in transfer; OR

- Be reachable for permanent appointment on the current Civil Service eligible list for Administrative Assistant (PATT); OR

- Be eligible to transfer via Section 52.6 of the Civil Service Law. Some of the titles eligible are Senior Administrative Analyst, Senior Budgeting Analyst, Senior Personnel Administrator, and Secretary 2, as well as others.

Additional Comments

If appointed at the Trainee level, you will have a 2 year traineeship leading to a G-18. The salary ranges are as follows:
Trainee 1 - $38,934 to $49,821
Trainee 2 - $41,170 - $52,552
Grade 18 - $51,268 - $65,190.

"Some positions may require additional credentials or a background check to verify your identity."

Contact Name

Kathy Patenaude

Address

Bureau of Human Resources Management
1450 Western Avenue
Albany, NY 12203

Phone

(518) 485-8947

Fax

(518) 457-4880

E-Mail

KathyPatenaude@oasas.state.ny.us

Additional Instructions

If interested, please submit a resume as indicated above. You should include your social security number in your correspondence so that we can verify your eligibility.

YOU MUST CURRENTLY BE EMPLOYED BY THE STATE OF NEW YORK IN ORDER TO BE CONSIDERED FOR THIS POSITION.