Position Information

NY HELPNo

AgencyEducation Department, State

TitleAdministrative Assistant 2, Box EXEC-240/00729

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $59808 to $74695 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Executive

Office of Human Resources Management

City Albany

StateNY

Zip Code12234

Job Specifics

Duties Description The New York State Education Department’s (NYSED) Office of Human Resources Management is seeking candidates for an Administrative Assistant 2 position in the Office of Diversity and Access (ODA). This position will provide critical administrative support to the Director of Diversity, Equity, Inclusion, and Access (DEIA) and ODA staff to ensure efficient daily operations, effective coordination of services, and high-quality support for internal and external stakeholders. Duties of this position include, but are not limited to, the following:
• Monitor and respond to all general incoming phone, email, fax, and in-person inquiries for the Director and ODA staff.
• Monitor and manage the Reasonable Accommodation and Diversity mailboxes, ensuring timely responses and appropriate follow-up.
• Coordinate and maintain the Director’s calendar, including scheduling meetings, appointments, and conference calls.
• Arrange meeting logistics such as room reservations, technology needs, visitor access, and send meeting invites and reminders.
• Track and monitor all ongoing complaint cases and reasonable accommodation requests being handled by ODA.
• Provide status updates for all reasonable accommodation requests made to the office.
• Serve as an ODA liaison with other OHRM offices to coordinate and complete administrative tasks.
• Draft RA determinations for Director review, and close out Title VII complaints by preparing and sending outcome notifications to the involved parties in a timely and professional manner.
• Assist with planning and logistical coordination of DEIA events, trainings, and observances, including coordination with presenters and vendors.
• Participate in Outreach & Recruitment fairs and events.
• Support event promotion, registration, and material preparation for DEIA programs.
• Serve as Records Retention Co-Coordinator and perform all related duties to implement an efficient record retention practice.
• Organize and maintain digital and physical filing systems for DEIA-related records and projects.
• Track, compile, and distribute routine reports or summaries on office activities.
• Create and maintain a Standard Office Procedure Manual documenting all tasks within ODA.
• Keep detailed and accurate notes for all ODA meetings.
• Assist with all fiscal-related duties within ODA and maintain a general understanding of ODA’s fiscal responsibilities.
• Perform data entry and maintain tracking logs for complaints, training participation, and outreach activities.
• Draft, format, and assist in preparing presentations, reports, and talking points for the Director.
• Support development and maintenance of DEIA communications, including newsletters, updates, and intranet content.
• Assist with follow-up on action items from meetings or projects to ensure timely completion.
• Order and maintain office supplies for ODA.
• Prepare travel forms or reimbursements for staff as needed.
• Serve as a point of contact for ODA IT support requests.

Minimum Qualifications MINIMUM QUALIFICATIONS:

Non-Competitive Appointment: Candidates must have a high school diploma or high school equivalency diploma AND three years of experience in administrative support**, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

**Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

PREFERRED QUALIFICATIONS: Special consideration will be given candidates with the following qualifications:

• Experience with Microsoft Excel, strong typing and computer skills, and is tech-savvy;
• Proficiency with various virtual-meeting platforms;
• Works well under pressure;
• Is a self-starter;
• Ability to adhere to confidentiality requirements and maintain confidentiality; and
• Possess excellent communication and organizational skills.

Additional Comments CONDITIONS OF EMPLOYMENT: This will be a permanent, non-competitive appointment. The incumbent will serve at the discretion of the Commissioner of Education. Promotions and transfers may change appointee’s negotiating unit. Applicants should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Filling of this position is contingent upon Division of the Budget approval.

This position leads to a maximum salary of $74,695 based on annual performance advances.

APPLICATION: Qualified candidates should send a resume and letter of interest by July 17, 2025 to jobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (EXEC-240/00729) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.

New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.

Interested in a job with New York State, but don’t know where to start?

Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf

Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.

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

How to Apply

Name Office of Human Resources Management

Telephone (518) 474-5215

Fax (518) 486-5631

Email Address jobs@nysed.gov

Address

Street NYS Education Department

89 Washington Avenue, OHRM, Room 528 EB

City Albany

State NY

Zip Code 12234

 

Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by July 17, 2025 to jobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (EXEC-240/00729) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.