NY HELPYes

AgencyCriminal Justice Services, Division of

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $59787 to $72429 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 80 South Swan Street

Alfred E. Smith Building

City Albany

StateNY

Zip Code12210

Duties Description The Administrative Assistant 2 works with office and agency leadership providing administrative support to the Deputy Commissioner, the Director, Special Assistant, and managers within the DCJS Office of Program Development and Funding. This office provides grant funding for a variety of noteworthy criminal justice initiatives. The Office is staffed with approximately 70 full time equivalent positions, providing opportunities for professional growth and advancement within the office, and within the wider agency. DCJS is a Times Union top workplace with OPDF having a reputation as an inclusive and friendly place to work, with an excellent work life balance and office culture. OPDF also has a competitive telecommuting schedule. There is substantial room for professional growth in the office and for involvement in special projects and project management type tasks. A driven candidate, who is adept at problem solving and can contribute to DCJS’ important mission, would find this a very rewarding place to work with room for growth and advancement in a friendly environment.

The Administrative Assistant 2’s duties will include, but will not be limited to:

• Reviewing and tracking incoming correspondence.
• Coordinating and managing Executive Staff calendars, including scheduling meetings and appointments and resolving scheduling conflicts quickly.
• Submitting final documents to Executive Staff for review and approval, responding to inquiries, working with various staff within the DCJS program areas and providing them with the proper guidance on how to prepare the required grant and funding documentation in accordance with DCJS and OSC policy and procedures.
• Producing, reviewing, and editing drafts of confidential and routine correspondence for the Deputy Commissioner and Director’s review and signature.
• Communicating directives from Deputy Commissioner, Director, and managers to appropriate staff in an accurate and timely manner and ensuring agency procedures are followed and deadlines are met.?
• Coordinating OPDF responses to internal and external inquiries and actions from DCJS Executive Staff, Division of Budget, Executive Chamber, Office of State Comptroller (OSC) and Senate and Assembly, which are often time sensitive.?
• Working with the various offices within DCJS to prepare required grant and funding documentation in accordance with DCJS and OSC policy and procedures.
• Preparing handouts, meeting agendas, spreadsheets, graphs and presentation material utilizing MS/Office Suite, Excel, Adobe, and other software.
• Providing crucial assistance in organizing office wide trainings including the annual OPDF Training program.
• Making travel arrangements for the Deputy Commissioner, Director, and Special Assistant, including preparing related vouchers and documentation in accordance with DCJS and OSC policies and procedures.
• Facilitating day-to-day administrative support activities to accomplish the work of OPDF.
• Coordinating submission of all DCJS grant award procurement packages to OSC (a critical prerequisite to grant contract execution).
• Serving as a backup for OPDF administrative assistants as needed, to coordinate grant and amendment processing in accordance with policy and procedures of DCJS and OSC.
• Ordering, maintaining and paying of all office supplies and equipment.
• Reconciling OPDF’s PCard (VISA Card) account.

Minimum Qualifications Permanent competitive service in this title or one year of permanent competitive or 55 b/c service in a title SG-13 or higher and otherwise eligible for transfer under Civil Service Law. A list of titles eligible for transfer may be found here: https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm

Non-competitive Promotion (NCP) Qualifications: A permanent appointment may be possible pursuant to Section 52.7 of the Civil Service Law if there are three or fewer interested candidates who meet the following qualifications: Current DCJS employee and one year of permanent competitive or 55 b/c service in the title Administrative Assistant 1, SG-11.

Additional Comments Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

Please be advised that the Division of Criminal Justice Services does not currently offer sponsorship for employment visas.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, Inclusion and Accessibility Unit at DEIA@dcjs.ny.gov or (518) 485-1704.

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

Name Theresa Scrodanus

Telephone 518-457-3875

Fax 518-457-4000

Email Address DCJSJobs@dcjs.ny.gov

Address

Street 80 South Swan Street

Alfred E. Smith Building

City Albany

State NY

Zip Code 12210

Notes on ApplyingPlease send a cover letter and resume to the email address above. Please reference posting # 192718 on your cover letter.

DCJS was named to the Times Union’s list of 2017 through 2025 Top Workplaces as voted on by our employees.