Administrative Assistant 2, Albany - Vacancy ID# 183255

Description

Duties Description

The Administrative Assistant 2 duties in the Division of Corporations, State Records and UCC will include but are not limited to the following:

• Provide direct Administrative Assistance to the Division’s Staff Attorneys, Director, and Assistant Directors.
• Drafting of letters, memoranda, reports and other documents for the Staff Attorneys, Division Director, General Counsel, Executive Office staff, and Corporate Reviewers, etc. (Orders to Show Cause, Notices of Petition, monthly credit card transactions)
• Respond to written general correspondence and inquiries.
• Maintain and update Division of Corporations, State Records, and Uniform Commercial Code website.
• Create and update forms and brochures for filings by corporations and other business entities.
• Respond to telephone and written inquiries from the various units of the Division and Department, the public and other state agencies regarding the functions of the Division.
• Assist with the drafting of legislation and aid with the Division’s legislative program.
• Aid with the Record Retention and Record Dispositions programs.
• Prepare and respond to inmate letters and other correspondence assigned from Counsel’s Office.
• Prepare notifications relating to resignations, designations, and special elections of public officers.
• Track and monitor proclamation and publication in State Register and record keeping relating to Quarterly proclamations of corporations.
• Verifying quarterly publication and record keeping of quarterly miscellaneous notices relating to corporations and LLP reinstatements.
• Verifying quarterly publication of LLP revocations. Prepare document for Secretary’s signature.
• Create erroneous entries and other certifications of LLP’s and prepare documents for publication in the State Register.
• Respond to Governor’s Office Correspondence.
• Update Internal Telephone List
• Prepare Internal Controls Reviews for 8 units.
• Update law books, NYCRR, etc.
• Prepare concurrent resolutions for publication in the State Register.
  
  

Competitive Minimum Qualifications

Minimum Qualifications

Permanent 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 approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

52.7 Non-competitve Promoton (ncp) Qualifications

If there are no more than three qualified candidates in the promotion field for this position, the agency will request approval from the Department of Civil Service to fill this position via a Non-Competitive promotion (NCP) examination, pursuant to Section 52.7 of the Civil Service Law. To be eligible for the NCP, candidates must have one year or more of qualifying permanent service as a Department of State Administrative Assistant 1, Administrative Assistant 1 (French Language), Administrative Assistant 1 (Russian Language), Administrative Assistant 1 (Spanish Language), Administrative Assistant Trainee 1, Administrative Assistant Trainee 1 (French Language), Administrative Assistant Trainee 1 (Russian Language), Administrative Assistant Trainee 1 (Spanish Language), Administrative Assistant Trainee 2, Administrative Assistant Trainee 2 (French Language), Administrative Assistant Trainee 2 (Russian Language), Administrative Assistant Trainee 2 (Spanish Language), Examination Composition Assistant, Law Department Document Specialist, Office Assistant 2-Keyboarding, Office Assistant 2-Keyboarding (Spanish Language), Secretary 1, or Secretary 1 (Spanish Language) and must not have failed the last holding of the promotion examination for the title listed above. Civil Service may approve the permanent appointment of one of the qualified titles without further examination.

Note: Non-Competitive refers to not competing in an examination; the appointment will be competitive.

The Minimum Qualifications For NCP Appointment Are

One year of permanent or contingent permanent service as an Administrative Assistant 1, Administrative Assistant 1 (French Language), Administrative Assistant 1 (Russian Language), Administrative Assistant 1 (Spanish Language), Administrative Assistant Trainee 1, Administrative Assistant Trainee 1 (French Language), Administrative Assistant Trainee 1 (Russian Language), Administrative Assistant Trainee 1 (Spanish Language), Administrative Assistant Trainee 2, Administrative Assistant Trainee 2 (French Language), Administrative Assistant Trainee 2 (Russian Language), Administrative Assistant Trainee 2 (Spanish Language), Examination Composition Assistant, Law Department Document Specialist, Office Assistant 2-Keyboarding, Office Assistant 2-Keyboarding (Spanish Language), Secretary 1, or Secretary 1 (Spanish Language).

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Provisional Qualifications

Based on the results of the canvass of the current eligible list for the Administrative Assistant 2 the Department may elect to make a provisional appointment to this position rather than a permanent appointment. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Administrative Assistant 2 exam and be reachable for appointment from the newly established eligible list.

The Minimum Qualifications For Provisional Appointment Are

One year of permanent, contingent permanent, or 55 B/C service as an Administrative Assistant 1, Administrative Assistant 1 (French Language), Administrative Assistant 1 (Russian Language), Administrative Assistant 1 (Spanish Language), Administrative Assistant Trainee 1, Administrative Assistant Trainee 1 (French Language), Administrative Assistant Trainee 1 (Russian Language), Administrative Assistant Trainee 1 (Spanish Language), Administrative Assistant Trainee 2, Administrative Assistant Trainee 2 (French Language), Administrative Assistant Trainee 2 (Russian Language), Administrative Assistant Trainee 2 (Spanish Language), Examination Composition Assistant, Law Department Document Specialist, Office Assistant 2-Keyboarding, Office Assistant 2-Keyboarding (Spanish Language), Secretary 1, or Secretary 1 (Spanish Language).

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Preferred Qualifications

• Experience supervising or managing employees in a professional training or HR role.
  
  

Additional Comments

The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.

• The work schedule listed is for the preferred hours for this position. Other options may be discussed during the interview phase.