Position Information

NY HELPNo

AgencyCriminal Justice Services, Division of

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $59787 to $72429 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 80 South Swan Street

Alfred E. Smith Building

City Albany

StateNY

Zip Code12210

Job Specifics

Duties Description The Administrative Assistant 2 is assigned to the Fiscal and Administrative Management Unit within the Office of Probation and Correctional Alternatives (OPCA) and provides crucial administrative support to all units within OPCA. The duties performed directly contribute to OPCA's core mission as well as several statutory requirements as defined in Executive Law §§ 240, 242, 243, 245, 246, 263 and State Finance Law §§ 48, 163.

Duties include but are not limited to:
• Serves as primary support to the OPCA Deputy Commissioner and Director and the Assistant Director.
• Monitors the OPCA phone line.
• Provide administrative coverage, including scheduling meetings, review correspondence, sending e-mails and disseminating documents.
• Create, maintain, and enter information into Excel spreadsheets and databases,
• produce reports and/or documents using MS Word, Excel, or databases; including creating awards and certificates.
• Serve as OPCA’s Secondary Liaison to Division of Criminial Justice Services’ (DCJS) Finance Office ensuring compliance with agency financial requirements.
• Maintain accurate P-Card and NET Card records and submit transaction logs in a timely manner.
• Initiate purchase orders and enter documents for Internal Review; coordinate Okay to Pay invoices in Oracle with pertinent unit.
• Schedules Webex and in-person meetings; Reserve meeting rooms.
• Manages OPCA time off calendar for managers.
• Supports OPCA training activities by assisting with preparing training materials such as manuals for training activities, make copies, and add participants to the VMS system.
• Assists with events which includes registration, event room reservations, ordering materials, and preparing meeting name badges and name tents.
• Make hotel reservations for non-state employees; coordinate arrangements with travelers and hotel; resolve issues related to reservation and tax-exempt charges.
• Assist in managing the receipt of monthly and quarterly external program reports and tracking logs; send notifications to programs regrading submissions.
• Track complaints and OPCA responses to those complaints.
• Submit language access line data on a monthly basis.
• Track monthly evaluations and telecommuting workplans for the office while providing updates to executive staff.
• Assists with the tracking of Probation Director appointments while maintaining the resumes and personnel records from the county.
• Track annual plan submissions which includes establish and maintain both electronic and hard copy files; assist in development of streamlined processes.

Minimum Qualifications Permanent competitive service in this title or one year of permanent competitive or 55 b/c service in a title SG-13 or higher and otherwise eligible for transfer under Civil Service Law. A list of titles eligible for transfer may be found here: https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm

Non-competitive Promotion (NCP) Qualifications: A permanent appointment may be possible pursuant to Section 52.7 of the Civil Service Law if there are three or fewer interested candidates who meet the following qualifications: Current DCJS employee and one year of permanent competitive or 55 b/c service in the title Administrative Assistant 1, SG-11.

Additional Comments Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

Please be advised that the Division of Criminal Justice Services does not currently offer sponsorship for employment visas.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, Inclusion Accessibility Unit at DEIA@dcjs.ny.gov or (518) 485-1704.

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

How to Apply

Name Cherise Watson

Telephone 518-485-6816

Fax 518-457-4000

Email Address DCJSJobs@dcjs.ny.gov

Address

Street 80 South Swan Street

Alfred E. Smith Building

City Albany

State NY

Zip Code 12210

 

Notes on ApplyingPlease send a cover letter and resume to the email address above. Please reference posting #205873 on your cover letter.

DCJS was named to the Times Union’s list of 2017 through 2025 Top Workplaces as voted on by our employees.