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Review Vacancy

Date Posted 05/17/16

Applications Due05/31/16

Vacancy ID30087

AgencyDomestic Violence, Office for the Prevention of

TitleAdministrative Assistant

Occupational CategoryAdministrative or General Management

Salary Grade18

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $52293 to $66494 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 8:30 AM

To 4:30 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

Minimum Qualifications One year of permanent competitive or 55-b/c service in a title SG-16 or higher and otherwise eligible for transfer under Civil Service Law. For appointment as an Administrative Assistant Trainee 1, candidates must have one year of permanent service as an SG-11 or higher and be otherwise eligible for transfer under Civil Service Law. To be qualified via 70.4 transfer to the Trainee 1 level, you must have a bachelor’s degree and meet all other transfer requirements. For questions on eligibility, please contact Human Resources.

Preferred Qualifications: Preference may be given to candidates with budgeting experience, expertise in New York State governmental affairs, and experience in the field of domestic violence service provision. The desired candidate will have a high level of skill, meticulous attention to detail, and problem solving capability to meet the many and complex mandates that have been placed on the Office. Excellent organizational and communication skills and an ability to work both independently and closely with other staff are essential to this position. It is crucial that the Administrative Assistant have the ability to establish effective working relationships with a variety of people at all levels of this agency, of other state agencies, and the general public. The incumbent must possess an ability to handle multiple tasks with emphasis on accuracy in an expedient manner.

Duties Description Under the general supervision of the Director of Finance and Operations for the New York State Office for the Prevention of Domestic Violence, the incumbent will be actively involved in assisting the Director of Finance in the fiscal and administrative processes of the agency and in providing technical support to all staff. Additional responsibilities will include assistance in the development of contractual budgets, assistance in auditing financial reports to ensure proper accounting practices, preparing fiscal reports, liaising with the Office of Information and Technology Services, and assessing operational procedures for opportunities for enhancement. Responsibilities and duties include, but are not limited to: assisting in the preparation of the Office’s annual budget requests; developing budgets for grant proposals and assessing the need of modification, as necessary; preparing confidential correspondence and reports for staff; inputting, evaluating, and preparing fiscal information, including correcting errors in fiscal cost reports and vouchers, contacting the author of the document when content or procedural errors are suspected, and making appropriate corrections within the constraints of software and administrative guidelines (this includes creating complex statistical charts and tables); preparing monthly fiscal reports for contracts with external entities; reconciling agency billing statements on a monthly basis; monitoring of the agency’s MWBE program including preparing and reporting on MWBE procurements as required; creating and editing written documents for the distribution of information to staff and other agency contacts with close attention to contextual and grammatical details; designing and maintaining files (including electronic) of correspondence and documents; coding and filing material; formatting documents; searching for and retrieving requested material, and purging obsolete material; responding to routine requests for information; performing administrative tasks, including maintaining calendars, making travel and meeting arrangements, drafting meeting summaries, and assembling materials for meetings, training sessions and conferences; and other duties as assigned.

Additional Comments REASONABLE ACCOMMODATION: The Office for the Prevention of Domestic Violence provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify Sandra van Kampen, Director of Workforce Diversity and Equity Program Unit at 518-485-7962.

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

Name Lori Chamberlain

Telephone (518) 485-7696

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 #30087 on your cover letter.

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