NY HELPYes

AgencyCriminal Justice Services, Division of

TitleAdministrative Assistant 1/Trainee

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58477 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 80 South Swan Street

Alfred E. Smith Building

City Albany

StateNY

Zip Code12210

Duties Description The Administrative Assistant 1 (SG-11) will be assigned to the Board of Examiners of Sex Offenders (BOE) and will act as administrative support for the office and Board members. The incumbent will interact with courts, correctional facilities, law enforcement agencies and the general public in order to carry out BOE’s mission.

Duties will include but not be limited to:

• Answering the telephone and giving information to callers, taking messages, and transferring calls.
• Opening, reading, routing, and distributing incoming mail or other materials and answering routine inquiries.
• Locating and attaching appropriate files to incoming correspondence for Board members’ reply or review.
• Handling returned mail, resending offender letters and updating offender address information in the database and in the file.
• Setting up meetings when needed and making travel arrangements for staff, including creating and/or submitting travel expense reports for staff.
• Ordering supplies and completing the purchase order/procurement logs.
• Opening case files and determining if more information is needed and sending out requests for records.
• Following up, if needed, with courts to be sure information was received or with agencies to determine the status of an information request.
• Creating, maintaining, and entering information into spreadsheets and databases to ensure accurate and timely tracking of cases and records.
• Sending the Board’s recommendations, correspondence and other information to the appropriate party in an efficient and timely manner.
• Operating office equipment such as printers, scanners, and copiers; and arranging for repairs when equipment malfunctions.
• Reviewing work done by others to check for correct spelling and proper grammar and ensure that office format policies are followed and recommend revisions if necessary.
• Assisting with matters such as obtaining criminal histories and probation reports from eJustice and case/court records.
• Entering offender and court information into the database as well as running queries to extract information.
• Verifying addresses of sex offenders through various electronic means
• Entering risk levels and PFM decisions into the database
• Scanning and logging subpoenas and emailing the Chairperson’s response to the appropriate individual.
• Coordinating with the Board members and other staff regarding case and information flow as well as additional tasks that may be required in the Board’s overall processes.

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8):
Six months 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. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.

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 maybe 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.

COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8): One year of permanent-competitive or 55B/C service in a title SG-6 or higher and otherwise eligible for transfer. *

Administrative Assistant Trainee 2 (NS, Equated to SG-10): One year of permanent-competitive or 55B/C service in a title SG-8 or higher and otherwise eligible for transfer. *

Administrative Assistant 1, SG-11: Permanent service in an Administrative Assistant 1 (formerly known as Secretary 1) title OR one year of permanent-competitive or 55B/C service in a title SG-9 or higher and otherwise eligible for transfer. *

NOTE: Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas, through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11. Completion of coursework is not required for appointment to the Trainee 1 level.

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 and 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.

Name Mike Rockwell

Telephone 518-457-5569

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 # 204572 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.