Administrative Assistant 1 (NY HELPS)

New York State Department of Taxation and Finance; City of Albany (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

New York State Department of Taxation and Finance seeks an experienced administrative assistant to provide confidential secretarial support to managers and attorneys. You will format and produce detailed legal documents, manage files, respond to inquiries, and coordinate travel and meetings in a timely manner.

The role requires familiarity with state procedures, use of Law Manager and SFS, and the ability to handle confidential information.

Qualifications

• Provide secretarial support to managers and attorneys with complex legal documents and reports within required formats and deadlines.
• Track and open legislative files in hard copy and electronic formats using Law Manager.
• Prepare Advisory Opinion files and post on the Department intranet.
• ECCU contact person routing and timely responses.
• Answer phones, respond to questions and refer calls to staff.
• Prepare expense reports in SFS for traveling attorneys.
• Accept service of process.
• Schedule meetings and arrange travel and lodging.
• Perform other related tasks; supervision may be required.

Responsibilities

• Provide secretarial support to managers and attorneys including production of complex legal documents and reports within required format and deadlines.
• Track and open files for legislative matters in hard copy and electronic formats using Law Manager.
• Assist with opening Advisory Opinion files and post them on the Department Intranet page.
• Be ECCU contact person and route to staff with timely responses.
• Answer telephones, respond to questions, and refer calls to appropriate staff.
• Prepare expense reports in SFS for attorneys who travel.
• Accept service of process and schedule meetings.
• Make travel arrangements and lodging reservations.
• Perform other related tasks as required; supervision may be required.

Skills

Secretarial support

Document production

Time management

Phone etiquette

Education

Associate degree in office administration

IAAP Certification (optional)

Tools

Law Manager

SFS - Statewide Financial System

Job description

• Provide secretarial support to managers and attorneys including production of complex and detailed legal documents and reports as required according to required format and within established time frames and deadlines, mailings by certified or overnight mail, copying, scanning and organizing documents
• Track and open files for legislative matters both in hard copy and electronic formats; use Law Manager case management system for electronic files.
• Assist with opening Advisory Opinion files, prepare in proper format and post on the Department Intranet page.
• ECCU contact person for the Division. Route to appropriate staff and ensure timely responses.
• Answer telephones, respond to questions and refer calls to appropriate staff.
• Prepare expense reports in Statewide Financial System (SFS) for attorneys who travel
• Accept service of process.
• Make travel arrangements and lodging reservations.
• Perform other related tasks as required. Supervision may be required.

Description

Duties Description

• Provide secretarial support to managers and attorneys including production of complex and detailed legal documents and reports as required according to required format and within established time frames and deadlines, mailings by certified or overnight mail, copying, scanning and organizing documents
• Track and open files for legislative matters both in hard copy and electronic formats; use Law Manager case management system for electronic files.
• Assist with opening Advisory Opinion files, prepare in proper format and post on the Department Intranet page.
• ECCU contact person for the Division. Route to appropriate staff and ensure timely responses.
• Answer telephones, respond to questions and refer calls to appropriate staff.
• Prepare expense reports in Statewide Financial System (SFS) for attorneys who travel
• Accept service of process.
• Schedule meetings.
• Make travel arrangements and lodging reservations.
• Perform other related tasks as required. Supervision may be required.

Meet the Department’s time and attendance rules and regulations

Qualifications

Minimum Qualifications

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 noncompetitive 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

Ny Helps Promotion Minimum Qualifications

One year of permanent service as an Office Assistant 2 (Keyboarding).

Non-competitive Minimum Qualifications

Note: Administrative Assistant 1 may be filled as a two-year traineeship, placement above trainee 1 is at the discretion of the hiring agency. Your resume should clearly indicate your qualifying experience by describing in detail the duties you completed for each position, and you should indicate the time spent in each position with the beginning and end dates.

Education Substitution

• Certification (e.g., IAAP Certified Administrative Professional) substitutes for two years of experience.

or

• An associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Competitive Minimum Qualifications

• Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and regulations.
• Reachable on the appropriate eligible list for this title and location. If you are canvassed, you must reply to the canvass.

55-b/c ELIGIBLE EMPLOYEES

You must meet the requirements for a subsequent 55-b or 55-c appointment, please include your letter of eligibility from the Department of Civil Service dated within the last three (3) years with your application.

Additional Comments

New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).