Administrative Assistant
Reporting to the Director of their assigned unit, the incumbent of this position will serve as the lead support person in the Unit, responsible for ensuring the smooth flow of operations between their respective Unit and all other Units within the Office of Cannabis Management (OCM).
Duties include, but are not limited to :
Manage the office calendar and the Director's daily schedule by independently scheduling, confirming, and canceling meetings and appointments with staff, agency program managers and business units, and all other parties. Ensure schedules are up to date and reliable.
Receive and review all incoming and outgoing forms and correspondence for accuracy and completeness.
Develop office document templates including formats for letters, memoranda, facsimiles, and travel itineraries, etc.
Contact external customers (Contractors, Vendors), client agencies and consultant field staff reviewing and securing required reporting forms and monthly reports.
Input all forms and correspondence and distribute to appropriate staff and program areas.
Produce and edit correspondence and documentation for the Director's review and signature.
Coordinate the collection of data necessary to respond to inquiries from the Executive Chamber, the State Attorney General's office, Office of the State Inspector General, Office of the State Comptroller, State Division of the Budget, and other public and private entities.
Screen visitors and telephone calls for appropriate routing.
Respond to questions, research problems, and determine resolution; communicate and interpret agency policy and procedures; refer more difficult calls to appropriate staff; follow-up when necessary.
Generate technical reports on a regular basis.
Perform other duties and special projects as required.
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)
This title includes a traineeship opportunity and applicants will be appointed to the appropriate level
Required experience : Administrative support experience, including use of office software (e.g., email, word processing), provision of customer service, business writing, and / or office administration.
Administrative Assistant Trainee 1 (equated to SG-08) : Six months of required experience.
Administrative Assistant Trainee 2 (equated to SG-10) : One year of required experience.
Administrative Assistant 1, SG-11 : Two years of required experience OR International Association of Administrative Professionals (IAAP) Certified Administrative Professional in progress (CAP (ip)) certification OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.
Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
NOTE : IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.
Notes :
The Office of Cannabis Management (OCM) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply. For a full version of OCM's EEO / AA statement and benefits of joining OCM, please visit : About | Office of Cannabis Management (ny.gov).
Administrative Assistant • Albany, NY, US