Administrative Assistant 1

Empire State • Albany, NY

1d • Onsite

About The Position

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.

Requirements

• Administrative Assistant Trainee 1: 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.
• Administrative Assistant Trainee 2: 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 1: 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.
• 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.
• List Eligibility: Open to those reachable on the Administrative Assistant 1 eligible list.
• Transfer Eligibility: Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law.
• Reinstatement Eligible: 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.

Nice To Haves

• Proficiency in SFS, Outlook, Word, and Excel.

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.

Benefits

• The starting salary for candidates with no prior State service will be at the minimum hiring rate.
• Candidates appointed at the trainee level will be required to successfully complete their traineeship in order to advance to the journey-level title and salary.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree