NY HELPNo

AgencyOffice of Cannabis Management

TitleExecutive Assistant - VID 189294

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $65164 to $80860 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

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

County Albany

Street Address 1220 Washington Ave.

City Albany

StateNY

Zip Code12226

Duties Description Reporting to the General Counsel, the incumbent of this position will be responsible for high-level professional administrative duties in support of General Counsel initiatives and daily operations of the Legal Division. This position will report to and work closely with the General Counsel, and as directed will work with Deputy Counsels, legal assistants, agency program managers, and agency administration including human resources and executive staff.

Duties include but may not be limited to:
• Delegate, on behalf of the General Counsel, confidential and other assignments to program staff, provide periodic status reports on assignments, and monitor completion of assignments by deadline.
• Organize and attend high-level meetings with the General Counsel and take notes for those meetings.
• Assist the General Counsel in organizing interviews for Legal Division positions including scheduling and providing prospective candidates with necessary information.
• Serve as a Legal Division liaison in communicating with the Governor’s Office, OCM executive and management staff, and other state agencies.
• Research and assemble pertinent and confidential information on behalf of the General Counsel to assist with decision making and communications by the General Counsel.
• Draft correspondence and internal administrative memos for General Counsel signature.
• Review and edit responses to correspondence for the General Counsel’s signature.
• Draft, review and disseminate email communications from the General Counsel to Legal Division staff, agency program staff, OCM’s Executive Office, or the Governor’s Office including utilizing appropriate shared mailboxes and distribution lists when appropriate.
• Coordinate attendance at meetings and events by the General Counsel and when directed by the General Counsel, by Deputy Counsels. Manage conflicts with General Counsel’s calendar.
• Assist the Governor’s Office and OCM’s Executive Office with scheduling the General Counsel’s attendance at meetings.
• Develop and monitor systems for tracking assignments by General Counsel to Legal Division staff.
• Maintain current list of open and filled items within Legal Division and liaise with Administration regarding onboarding, offboarding, posting of new positions, offers of employment, and termination of Legal Division staff. Participate in interviews as requested by the General Counsel.
• Monitor performance/traineeship evaluations and probation reports of Legal Division attorneys and support staff and communicate deadlines to supervisors as necessary.
• Create and maintain Legal Division organization charts and track and update Legal Division staff office relocations.
• Answer General Counsel’s phone line and disseminate inquiries to appropriate Legal Division attorneys and support staff or to OCM program or Executive Office.
• Submit ITS tickets on behalf of General Counsel as requested.
• Liaise with OCM operations staff regarding supplies, equipment, furniture, and legal research subscriptions for the Legal Division.
• Assist with purchasing, accounts payable, and contract management on behalf of the Legal Division as requested.
• Develop and maintain shared mailboxes on behalf of the Legal Division as requested.
• Schedule Legal Division internal meetings, and General Counsel meetings with internal agency staff.
• Monitor the General Counsel’s complex calendar and submit the General Counsel’s weekly remote work schedule to the Executive Office.
• Supervise Legal Division professional, administrative and support staff as directed by the General Counsel.
• Coordinate travel on behalf of the General Counsel including completion of travel authorization forms.
• Assist the General Counsel in developing division wide efficiencies and best practices and division wide educational activities and retreats.
• Perform other duties and special projects as required.

Minimum Qualifications A bachelor’s degree and two years of relevant experience*.

*Substitutions: four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES ALONG WITH THE HOURS PER WEEK FOR EACH POSITION LISTED.

Additional Comments The Office of General Services provides human resources support for the Office of Cannabis Management. To apply for this vacancy, candidates must email a detailed resume providing specific, verifiable information about their qualifying experience to HRresumes@ogs.ny.gov and they must reference the above posting number. This must be received in the OGS Division of Human Resources Management by the closing date, or your response will not be considered.

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.

Name Human Resources/JHG

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 along with the month/year and hours per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.