Administrative Assistant 2 - 31230

Minimum Qualifications YOU MUST BE A CURRENT NYS EMPLOYEE.

Candidates must be current state employees and have a reachable score on the Administrative Assistant 2 list; or Have a current permanent appointment with 1 year of service as an Administrative Assistant 2, or in a title eligible for transfer to Administrative Assistant 2.

PROVISIONAL PENDING EXAM

Should this position become available for provisional pending exam appointment, applications received within the current posting period will be reviewed and, if deemed eligible, will be forwarded to the hiring department for fair and equitable review and consideration.

To be considered for provisional appointment, should this become an option over the course of this search, applicants must meet the following criteria :

Candidates must be eligible to take and pass the next available Administrative Assistant 2 exam and obtain a reachable score for consideration for possible contingent / permanent appointment.

Additionally, candidates must be qualified employees of New York State and have had one year of permanent competitive or 55-b / 55-c service as follows : Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding Spanish Language), Law Department Document Specialist 3, Administrative Assistant 1, or Administrative Assistant 1 (Spanish Language).

Only the preceding list of titles are qualifying for provisional appointment to the Administrative Assistant 2 position.

Duties Description This position is in the Facility Administrator's Office. Providing administrative support to the facility's operations.

• Manage the Facility Administrator’s schedule and calendar; arrange appointments at the Facility Administrator’s request and maintain electronic calendar schedule Council of Chairs meetings for the Calendar year and make room, equipment and refreshment arrangements;
• schedule bi-monthly Department Head meetings; prepare and distribute agendas and meeting minutes for Department Head meetings and monthly QAPI meetings;
• develop and maintain spreadsheets and databases; prepare various reports as needed; provide reports and information as requested;
• review various reports for accuracy and notify the appropriate offices of any errors; maintain administrators files including routine filing;
• follow up with departments on completion of appointments via paperwork and spreadsheets; serve as receptionist including handling resident walk-ins, answering phones and making referrals;
• attend staff meetings; screen Facility Administrator’s phone calls, answers routine questions and make referrals as necessary;
• create and maintain database and electronic distribution lists for department contacts; attend professional development activities as requested by supervisor;

help orient and train new office staff.

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