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About the Role

The incumbent of this position will be responsible for providing 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 and give information to callers, take messages, and transfer calls to appropriate individuals.
Prepare and track tender letters, indemnification demands, and communications with brokers, insurers, and outside counsel.
Maintain electronic case files, organizing pleadings, correspondence, discovery, 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.
Use various information technology applications such as Outlook email, Peoplesoft, Excel spreadsheets and Word processing applications.
Operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions.
Create, maintain, and enter information into spreadsheets and databases at the direction of the Legal Dept. Sr. EA.
Maintain scheduling and event calendars.
Schedule and confirm appointments for supervisors for Corp and DED Albany-based attorneys.
Coordinate conferences, meetings, or special events, such as luncheons.
Assist 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, types, and distribute meeting notes, correspondence, and reports.
Order and distribute supplies.
Create conference or event materials, such as flyers or invitations.
May take meeting minutes, and/or prepare material from dictation.

Requirements

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 (for Trainee 1).
One year 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 (for Trainee 2).
Two years 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 (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.
Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law.
Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.

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

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

$49,841 - $61,076
$42,209 (Trainee 1; NS equated to SG-08)
$47,110 (Trainee 2; NS equated to SG-10)
$49,841 (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.