NY HELP Yes

Agency Attorney General, Office of the

Title Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS)

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade NS

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $39215 to $56743 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County New York

Street Address Office of the New York State Attorney General

28 Liberty Street

City New York

State NY

Zip Code 10005

Duties Description • Using Excel and other software, compile data and create monthly, quarterly, and ad hoc reports for management review. • Monitor and track case assignments and review of documents by Attorney and Engineering staff. • Create and update Workflow/Processing Procedural Guides for the submission and acceptance of Broker Dealer Applications, Offering Plans, Cooperative Policy Statements, No Action, and Terminations. • Monitor and evaluate the intake process and recommend ways to improve flow of paper and electronic records through the review process to meet high volume of intake. • Monitor and evaluate data entered to identify any deficiencies including issues with payment (amounts & checks more than 90 days old) and missing answers to required questions. • Determine any follow up required on outstanding documents. • Review and apply rules and regulations for who may be exempt from filing further amendments to a cooperative, condominium or homeowners’ association offering plan if they meet certain requirements. • Review and apply rules and regulations governing which components, if not present, will deem the application deficiency pending. • Produce internal reports and reports for NYS Bar meetings as requested. • Ensure that that clerical staff is properly trained in type of documents they are assigned as intake and provide training on any procedural changes that occur as a result of changes to the intake process. • Respond to internal queries from bureau and other OAG staff regarding plan submissions. • Draft job duty statements for review by Bureau management and Human Resources when a clerical vacancy occurs. • Assist with recruitment activities for the unit by utilizing the Recruitment Management System, reviewing applicant materials, updating tracking, and coordinating and conducting interviews.• Supervise unit staff by performing the full range of supervisory activities including, but not limited to, training, conducting team meetings, and providing direction to respond to inquiries.• Act as backup for a variety of Record Room assignments such as amendments and plans.• Gather, compile and prepare data from manual or automated files including Oracle database and spreadsheet logs for various reports, publications, records, etc. Design formats for various reports and forms. • Review forms or applications for subject matter content, completion, and accuracy within program segment of expertise and make appropriate determination. Gather additional information as necessary. • Prepare and edit draft correspondence including acceptance letters and other documents. • Communicate by phone or face-to-face with paralegals, attorneys, architects, and IT staff to provide or gather information. • Verify check or epayment receipts for filing fee, calculate as needed, and assign registration numbers or renew files.• Independently prepare written summaries and reports and apply REF procedures in support of assignments. • Draft emails using templates to provide instructions on e-submission procedures, to respond to deficiencies, and to confirm filings are acceptable for submission. • Create cloud links, create folders, download files, rename folders and files per file-naming convention, and upload files to share drive.• Self-report work, assign filings, and track deficiencies using excel spreadsheets.• Process filings in a timely manner due to statutory deadlines.• Perform other duties as assigned.

Minimum Qualifications 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 may be 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. NON-COMPETITIVE QUALIFICATIONS: • Administrative Assistant 1 (AA1) (SG 11, current starting salary $46,306, job rate $56,743): 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. • Administrative Assistant Trainee 2 (NS Equated SG 10, current starting salary $43,768, job rate $53,708): 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. • Administrative Assistant Trainee 1 (NS Equated SG 8, current starting salary $39,215, job rate $48,294): 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. Substitution: 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.Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses.*The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.OTHER WAYS TO QUALIFY:Reachable on the Department of Civil Service Eligible list for Administrative Assistant 1.OREligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website. *Positions located in New York City receive an additional $3,400 downstate adjustment location pay annually.

Additional Comments We are seeking talented and motivated support staff to work with our attorneys in the State’s law firm. The selected candidate will be part of a fast-paced office, gaining experience while providing public service on behalf of the State of New York. The Attorney General serves the public interest of all New Yorkers in matters affecting their daily lives, enforcing laws to protect consumers, tenants, patients, workers, investors, and charitable donors. The office coordinates statewide civil and criminal investigations, promoting economic and social justice, encouraging harm-reducing public health strategies, and preserving the state’s environment. Careers with the State offer multiple benefits, including paid vacation leave (13+ days per year), sick leave, paid State holidays off, health insurance including vision & dental, entry into the NYS retirement (pension) system, education and training, eligibility for public student loan forgiveness, and job stability with promotional opportunities. Workplace flexibilities include multiple options for employees, including telecommuting (up to two days per week) and alternative work schedules.

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

Name Human Resources Management Bureau

Telephone (518)776-2500

Fax

Email Address HR.Recruitment@ag.ny.gov

Address

Street Office of the New York State Attorney General

The Capitol

City Albany

State NY

Zip Code 12224

Notes on Applying Applications must be submitted online (transcripts are not required). To apply, copy and paste the following URL into your web browser: https://lgr.ag.ny.gov/ords/f?p=136:10:::::P10_LGR_JOB_ID,P10_POSITIONTYPE,P10_LGR_WRITING_SAMPLE_IND:6197,22,NIf you have questions or issues with your application, please contact OAG Human Resources Management Bureau by email at hr.recruitment@ag.ny.gov indicating "AA1REFNYC 182662" in the subject line.