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About the Role

The incumbent of this position will provide administrative assistance to the Legal department, ensuring the efficient operation of daily office functions and assisting Counsel with a variety of legal and administrative tasks.

Responsibilities

• Provide administrative support to Senior Counsel and department staff.
• Answer telephone, provide information, take messages, and transfer calls.
• Prepare and track tender letters, indemnification demands, and communications with brokers, insurers, and outside counsel.
• Maintain electronic case files, organizing pleadings, correspondence, discovery, and exhibits.
• Create and maintain litigation and investigation logs.
• Retrieve statutes, regulations, cases, and court rules.
• Obtain, review, and organize insurance policies, certificates of insurance, additional insured endorsements, and related coverage documents.
• Track deadlines.
• Utilize various information technology applications such as Outlook email, Peoplesoft, Excel spreadsheets, and Word processing applications.
• Operate office equipment such as printers, scanners, and copiers; arrange for repairs when equipment malfunctions.
• Create, maintain, and enter information into spreadsheets and databases.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments for supervisors for Corp and DED Albany-based attorneys.
• Coordinate conferences, meetings, or special events.
• Assist with and complete travel reimbursement forms for Corp and DED Albany-based attorneys.
• Prepare invoices for payment in accordance with agency procedures.
• Make copies of various documents, place them in proper files, and distribute them to appropriate staff.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Order and distribute supplies.
• Create conference or event materials, such as flyers or invitations.
• Take meeting minutes and prepare material from dictation.

Requirements

• Six months of experience in administrative support, including use of office software, customer service, business writing, and/or office administration (for Trainee 1).
• One year of experience in administrative support, including use of office software, customer service, business writing, and/or office administration (for Trainee 2).
• Two years of experience in administrative support, including use of office software, customer service, business writing, and/or office administration (for Administrative Assistant 1).
• Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
• Must be reachable on the Administrative Assistant 1 eligible list.
• Must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law.
• Must have previously held the title on a permanent competitive basis or held a qualifying title on a permanent competitive basis for reinstatement eligibility.
• Appointment may be made at a traineeship level.

Skills

• Office software (e.g., email, word processing)
• Customer service
• Business writing
• Office administration
• Outlook email
• Peoplesoft
• Excel spreadsheets
• Word processing applications
• SFS
• Outlook
• Word
• Excel

Location

• Albany, NY

Work Type

• Permanent
• Full-time

Experience Level

• Trainee 1
• Trainee 2
• Administrative Assistant 1

Education Level

• Associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology

Salary/Compensations

• $47,695 - $58,447
• $40,391 (Trainee 1; NS equated to SG-08)
• $45,081 (Trainee 2; NS equated to SG-10)
• $47,695 (Full Performance/Journey Level SG-11)

About the Company

• The Legal department is part of the NYS Department of Economic Development.

Equal Opportunity

• New York State is an Equal Opportunity/Affirmative Action employer.
• Minorities, women, and individuals with disabilities are encouraged to apply.
• Please contact Human Resources if you require an accommodation.