Administrative Assistant 2 - Vacancy ID# 160313

Minimum Qualifications 70.1 TRANSFER QUALIFICATIONS :

One year of permanent, contingent permanent, or 55 B / C service allocated to a Grade 13 or higher eligible for transfer and determined to be similar by Civil Service.

Some titles eligible for transfer require special qualifications. For transfers, a list of approved titles is available through Civil Service GOT-IT at https : / / / cmo / gotit / .

52.7 NON-COMPETITVE PROMOTION (NCP) QUALIFICATIONS :

If there are no more than three qualified candidates in the promotion field for this position, the agency will request approval from the Department of Civil Service to fill this position via a noncompetitive promotion (NCP) examination, pursuant to Section 52.

7 of the Civil Service Law. In order to be eligible for NCP, candidates must be in the Department of State promotion field and have one year or more of permanent service as an Administrative Assistant 1, or Administrative Assistant 1 (Spanish Language);

Examination Composition Assistant, Office Assistant 2 (Keyboarding), Office Assistant 2 Keyboarding (Spanish Language), Office Assistant 2, or Law Department Document Specialist.

If 3 or fewer qualified Department of State candidates that are an Administrative Assistant 1, or Administrative Assistant 1 (Spanish Language);

Examination Composition Assistant, Office Assistant 2 (Keyboarding), Office Assistant 2 Keyboarding (Spanish Language), Office Assistant 2, or Law Department Document Specialist.

respond to this posting, Civil Service may approve the permanent appointment of one of the qualified candidates without further examination.

Note : Non-competitive refers to not competing in an examination; the appointment will be competitive.

The minimum qualifications for NCP appointment are :

Administrative Assistant 1, or Administrative Assistant 1 (Spanish Language); Examination Composition Assistant, Office Assistant 2 (Keyboarding), Office Assistant 2 Keyboarding (Spanish Language), Office Assistant 2, or Law Department Document Specialist.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume.

Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

PROVISIONAL QUALIFICATIONS :

Based on the results of the canvass of the current eligible list for the Administrative Assistant 2, the Department may elect to make a provisional appointment to this position rather than a permanent appointment.

If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Administrative Assistant 2 (Secretary 2) exam and be reachable for appointment from the newly established eligible list.

The minimum qualifications for Provisional appointment are :

One year of permanent, contingent permanent, or 55 B / C service as an Examination Composition Assistant, Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Keyboard Specialist 3, Law Department Document Specialist, Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), Administrative Assistant 1, Administrative Assistant 1 (Spanish Language), or Senior Data Entry Machine Operator.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume.

Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

55 B / C QUALIFICATIONS :

Current permanent non-competitive state employees certified eligible for the 55 B / C program under the Governor's Program to Hire Persons / Veterans with Disabilities pursuant to Section 55 B / C of the Civil Service Law will also be considered.

To be considered, you must provide a copy of your letter of eligibility with your response.

Duties Description The Administrative Assistant 2 performs a variety of administrative, paralegal, and clerical duties in the Office of the General Counsel at the Department of State.

Many administrative and clerical duties require the exercise of discretion and independent action.

The duties of the position include, but are not limited to, the following :

• Provide administrative support to the General Counsel and agency attorneys.
• Route Executive Chamber and General Counsel correspondence to the appropriate attorneys.
• Maintain the Commission on Ethics & Lobbying in Government’s Financial Disclosure System (FDS) for the Department of State, updating information for filers as they submit proof of their attendance to required training sessions.
• Attend meetings as necessary to share updates and procedures with other staff member; create yearly reports to track due dates for filer’s upcoming training classes.
• Log administrative appeals.
• Assist attorneys with coordination of agency rule making.
• Review subdivided land filings, assign numbers, process check deposits and keep subdivided land accounts.
• Review outgoing correspondence, ascertaining that all attachments are compete and in order.
• Follow up with staff to ensure that documents have been properly dispatched.
• Manage office scheduling.
• Upon request, coordinate and arrange meetings and travel plans for staff.
• Prepare travel reimbursement vouchers.
• Order and maintain office supplies.
• Assist in the design of office filing systems.
• Assist in the implementation of agency and division policies and procedures.
• Perform such other tasks as requested by the General Counsel.

Under the direct supervision of an attorney, the Administrative Assistant 2 may be requested to :

• Use the Legislative Retrieval System to obtain copies of legislative bills and maintain records of the progress of proposed legislation of interest to the agency.
• Gather data relevant to complex or unusual legal inquiries to provide a basis for a reply or a decision.
• Maintain the law library by locating or re-shelving books and adding new materials.

As needed, the Administrative Assistant 2 will perform such clerical duties as :

• Taking and routing incoming calls.
• Operating and ensuring maintenance of office equipment. Operation of office machines and equipment must reflect a working knowledge of such equipment and all files must be maintained in an efficient and accurate manner so that information may be quickly retrieved.
• Preparing reports, graphs, and tables of relevant data.
• Send and receive office email.

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