Position Information

NY HELPSNo

55-b/c EligibleYes

AgencyCriminal Justice Services, Division of

TitleAdministrative Assistant 2 - 226850

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $62477 to $75686 Annually

Employment Type Full-Time

Appointment Type Permanent

InternshipNo

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.
• Provide secondary / backup administrative support to all units within OPCA, including scheduling meetings (virtual and in-person), review correspondence, and send e-mails and disseminate documents.
• Serve as OPCA’s Secondary Liaison to Division of Criminial Justice Services’ (DCJS) Finance Office ensuring compliance with agency financial requirements.
• Serve as primary for the OPCA phone line.
• Maintain confidential files.
• Maintain accurate P-Card and NET Card records and submit transaction logs in a timely manner.
• Coordinate Okay to Pay invoices in Oracle with pertinent unit.
• Provide backup support with purchase requisitions when necessary.
• Assist other support staff in the preparation of training materials such as manuals for training activities, make copies, and add participants to the Visitor Management System (VMS).
• Assist other support staff with events including registration, room reservations, ordering materials, and preparing meeting name badges and name tents.
• Assist other support staff with hotel and air reservations for non-state employees; coordinate arrangements with program area and travelers; resolve issues related to reservations.
• Provide assistance and/or support to ensure compliance with Office of Comptroller (OSC) regulations in the development of contracts and purchases for the office through uploading documents into Oracle for Internal Review ensuring all documents are accurate and included in upload; accurately maintain the OPCA internal purchasing tracker and enter financial requests for approval into the Division of Budgets’ Agency Spending Controls Application system to generate B-1184 Attachments A, B, and C.
• Track complaints and OPCA responses to those complaints.
• Submit data monthly on the language access line.
• Track monthly evaluations and telecommuting workplans for the office; provide updates to executive staff.
• Track Annual Plan submissions and Probation Director appointments while maintaining the resumes and personnel records from the county.
• Maintain data security records.
• Serve as Statewide Financial Services (SFS) proxy for OPCA Executive staff.
• Review and submit out-of-state travel authorizations to required offices.
• Create / update procedures and instructions for various office functions.
• Perform additional administrative functions commensurate with the position.

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, and Inclusion Unit at DEIA@dcjs.ny.gov or (518) 457-8895.

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 # 226850 on your cover letter.

DCJS was named to the Times Union’s list of 2017 through 2026 Top Workplaces as voted on by our employees.