Review Vacancy
Date Posted: 10/28/24
Applications Due: 11/07/24
Vacancy ID: 170677
Position Information
NY HELPNo
AgencyOffice of Cannabis Management
TitleAdministrative Assistant 1 (NY HELPS) VID 170677
Occupational CategoryClerical, Secretarial, Office Aide
Salary Grade11
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $39215 to $56743 Annually
Employment Type Full-Time
Appointment Type Contingent Permanent
Jurisdictional Class Non-competitive Class
Travel Percentage 0%
Schedule
Workweek Mon-Fri
Hours Per Week 37.5
Workday
From 8 AM
To 5 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? Yes
Location
County Albany
Street Address 1220 Washington Avenue, Building 9
City Albany
StateNY
Zip Code12226
Job Specifics
Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:
This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience, certification, and education.
Required experience: Administrative support experience, including use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
**Administrative Assistant 1 level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of required experience OR International Association of Administrative Professionals (IAAP) Certified Administrative Professional in progress (CAP (ip)) certification OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.
Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
Applicants must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a performance test prior to end of their probationary period.
Duties Description Reporting to the Director of their assigned unit, the incumbent of this position will serve as the lead support person in the Unit, responsible for ensuring the smooth flow of operations between their respective Unit and all other Units within the Office of Cannabis Management (OCM).
Duties include, but are not limited to:
• Manage the office calendar and the Director’s daily schedule by independently scheduling, confirming, and canceling meetings and appointments with staff, agency program managers and business units, and all other parties. Ensure schedules are up to date and reliable.
• Receive and review all incoming and outgoing forms, correspondence for accuracy and completeness.
• Develop office document templates including formats for letters, memoranda, facsimiles, and travel itineraries, etc.
• Contact external customers (Contractors, Vendors), client agencies and consultant field staff reviewing and securing required reporting forms and monthly reports.
• Input all forms and correspondence and distribute to appropriate staff and program areas.
• Produce and edit correspondence and documentation for the Director’s review and signature.
• Coordinate the collection of data necessary to respond to inquiries from the Executive Chamber, the State Attorney General’s office, Office of the State Inspector General, Office of the State Comptroller, State Division of the Budget, and other public and private entities.
• Screen visitors and telephone calls for appropriate routing.
• Respond to questions, research problems, and determine resolution; communicate and interpret agency policy and procedures; refer more difficult calls to appropriate staff; follow-up when necessary.
• Generate technical reports on a regular basis.
Notes:
*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.
At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.
Additional Comments The Office of Cannabis Management (OCM) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply. For a full version of OCM’s EEO/AA statement and benefits of joining OCM, please visit: About | Office of Cannabis Management (ny.gov).
NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.
Some positions may require additional credentials or a background check to verify your identity.
Contact Information
Name Human Resources/AS
Telephone 518-473-5282
Fax 518-486-1631
Email Address HRresumes@ogs.ny.gov
Address
Street NYS Office of General Services, HRM
31st Floor Corning Tower, Empire State Plaza
City Albany
State NY
Zip Code 12242
Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.
FAQs • Workers with Disabilities (55b/c) • Civil Service Exams
State Agencies: Department of Civil Service • Office of the State Comptroller
OER Link: Employee Unions and Bargaining Units
Exam announcements • General Information about NYS Government
© 2024 NYS Department of Civil Service
StateJobsNY ℠ 2024 NYS Department of Civil Service
Accuracy • Privacy • Accessibility • Contact