Administrative Assistant 2

Job Title

The Office of Counsel provides legal counsel and advice to the Department, as well as other State government entities. As the Department carries out key initiatives to transform the way services are delivered to partner agencies and to the public, this position will play an important role in ensuring the success of these modernization efforts.

The incumbent will report to the General Counsel and provide and manage a wide range of administrative support services to the Counsel and Attorney staff. Duties include but are not limited to the following:

• Responsibility for administrative tasks related to correspondence, filing, and calendar management for attorney staff of Counsel's Office.
• Serve as liaison for administrative matters between agency executives and Counsel's Office and other State agency staff at the executive, managerial, and administrative levels.
• Assume responsibility for processing and tracking incoming Freedom of Information Law (FOIL) requests; preparing outgoing responses including applying appropriate redactions as directed. The incumbent will be expected to become familiar with the new NYS electronic FOIL management system and gain familiarity with the FOIL and State Personal Privacy Protection Law.
• Maintain, compile, and update database of ongoing litigation and investigations.
• Maintenance and organization of Counsel's Office electronic and paper files; logging and tracking of Counsel's Office reports (Quarterly, Monthly, Bi-weekly to agency leadership and the Executive Chamber).
• The successful candidate will also be responsible for receiving, routing, or responding, as appropriate, to mail, telephone, and email requests for information or access to attorney staff.
• Manage reimbursements for Counsel's office staff as needed using the Statewide Financial System (SFS).
• Additional assignments will be given by the Counsel based upon project deadlines and office coverage needs.
• The ideal candidate should be computer proficient and well-versed in Microsoft Office (i.e., Word, Outlook, Excel) and web conferencing platforms (i.e., Webex, Teams, Zoom) and have a willingness / ability to learn new software packages.
• Must have the ability to establish effective working relationships with a variety of constituents at all levels of the agency.
• The incumbent will have access to attorney-client privileged, sensitive and confidential information and will be expected to function with the highest level of confidentiality and discretion.

Minimum Qualifications

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

High school diploma or high school equivalency diploma; and three years of experience in administrative support**, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

Substitution: Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualifications

Legal office experience (public sector or private).

Additional Comments

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among its duties, the Department:

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program, one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program.

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to View email address on click.appcast.io.

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