Administrative Assistant 1 - VID 152544 (NY HELPS)

at  Office of Cannabis Management

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Substitution:
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.
You may also be appointed to this position if you are currently reachable on the appropriate eligible list for this title, or 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.

Candidates must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a Keyboard Specialist performance test.

• Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11.

Reporting to the Director with one of the OCM Units, the incumbents of these positions 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, 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.