Review Vacancy
AgencyTemporary and Disability Assistance, Office of
TitleAdministrative Assistant 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $56375 to $70407 Annually
Minimum Qualifications Non-competitive Min Quals: 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.
Substitution:
** 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.
Duties Description The Administrative Assistant 2 will report to the Deputy Commissioner of the Division of Budget, Finance, and Data Management (DBFDM). Primary responsibilities will include, but are not limited to, the following:
• Provide direct administrative support to the DBFDM Deputy Commissioner as well as other Division managers, including scheduling meetings, maintaining vacation calendars, scanning/copying, updating organizational charts and seating charts, submitting IT helpdesk tickets, tracking assignments and following up with staff on the status of assignments, and performing various other tasks as needed.
• Provide general administrative support for the office including answering the main phone line, greeting visitors, distributing incoming mail, monitoring office supplies and equipment, initiating purchase requests in the Statewide Financial System (SFS), arranging for repairs when equipment malfunctions, submitting required forms to address building/maintenance/safety issues, maintaining email distribution lists, managing SharePoint permissions, preparing outgoing correspondence, and submitting reports and other documents for internal clearance as needed.
• Serve as the DBFDM Administrative Coordinator, as the primary contact with the Bureau of Human Resources (BHR) on staffing issues.
• Manage and track all steps in the recruitment process, from the initiation of a request to fill a vacant position to the onboarding of new staff. Tasks include sending job postings to BHR, requesting canvas lists from BHR, reaching out to candidates, scheduling interviews, managing canvas lists, entering information into the Recommended Appointment System (REAPS) and the Human Resource Information System (HRIS), drafting and sending correspondence to selected and non-selected candidates, and ensuring that new staff have everything needed.
• Manage various personnel issues including ensuring that supervisors complete all necessary probationary reports and evaluations and submitting completed reports to BHR and overseeing the approval and processing of various BHR forms (i.e. leave without pay, FMLA, compressed work week, voluntary reduction in work schedule, telecommuting applications, etc.)
• Serve as the DBFDM Training Coordinator, which involves disseminating training information to staff and addressing any questions, registering staff for trainings in the Statewide Learning Management System (SLMS), resolving any SLMS registration issues, and following up with staff to ensure completion of all mandated trainings.
• Serve as the DBFDM Service Requestor, which involves submitting, tracking, and following up on tickets for certain IT requests, managing the IT provisioning process for new staff and the de-provisioning process for staff that are leaving, and attending any scheduled meetings of OTDA Service Requestors.
• Serve as the DBFDM Ergonomic Assessor.
• Supervise the activities of an Administrative Assistant 1.
Additional Comments A full-time, non-competitive appointment will be made. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to these titles. Candidates must be legally authorized to work in the United States.
Your resume must indicate how you meet the minimum qualifications for this position. Non-specific submissions may be disqualified from further consideration if the information you provide does not meet the minimum qualifications.
Interested applicants should send an email to jobpostings@otda.ny.gov and reference posting #24090SNY. DO NOT REFERENCE THE VACANCY ID NUMBER.
NYS OTDA seeks to promote a diverse workforce that is a representation of the various cultures, voices, backgrounds, ideas, and talents of the citizens and communities that we serve. We actively solicit and encourage applications from Black, Indigenous, and People of Color (“BIPOC”); LGBTQIA+ individuals; women; people with disabilities; and military veterans.
Some positions may require additional credentials or a background check to verify your identity.
Email Address jobpostings@otda.ny.gov
Address
Street 40 North Pearl Street, 12B
Notes on ApplyingInterested applicants should send an email to jobpostings@otda.ny.gov and reference posting #24090SNY. DO NOT REFERENCE THE VACANCY ID NUMBER.
Applicants will be required to prove their eligibility for employment based upon acceptance of a position in accordance with the Immigration Reform and Control Act of 1986.
If you are a retiree currently receiving benefits, indicate this and the name of the retirement system in your response.
In accordance with state law, Governor’s Executive Order No. 6 and Section 504 of the Federal Rehabilitation Act of 1973, as amended, the NYS Office of Temporary and Disability Assistance does not discriminate against disabled individuals. If you are disabled and require reasonable accommodation at the time of the interview, please contact OTDA's designee for reasonable accommodation at (518) 474-7284.