Administrative Assistant 1

2 weeks ago

New York, United States Alcoholic Beverage Control Full time

**Minimum Qualifications**

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:
This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience, certification, and education.

**Administrative Assistant 1 level requirements:

- Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
- Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
- Administrative Assistant 1, SG-11: Two years of required experience OR International Association of Administrative Professionals (IAAP) Certified Administrative Professional in progress (CAP (ip)) certification OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are 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.
Applicants must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a performance test prior to end of their probationary period.

**Duties Description**

The incumbent to this position would be responsible for, but not limited to the following:

- Assist Supervising Investigator and Assistant Director of Enforcement as needed.
- Open, stamp and disperse Enforcement’s incoming mail and faxes.
- Office coverage, answer the main Enforcement line, transferring calls to the appropriate person in Enforcement or another appropriate department.
- Handle incoming complaints received by telephone and prepare written memos of complaint.
- Photocopying as directed by Supervisor (ex: training handouts, material received on books and records investigations, etc.)
- Assist in Maintaining the Enforcement vehicles.
- Maintain and oversee the assignment of hand-held portable radios and batteries.
- Open Enforcement cases in Compliance as directed by Supervisor.
- Process completed cases to the appropriate Bureau.
- Scan all documents relating to a case before it is distributed to the investigative staff.
- Type/mail certified mail letters and referral letters as requested by Investigators.
- Open DCJS Arrest Notification cases as directed.
- Draft Letters of Advice.
- Open UL (unlicensed premises) cases in the Assignment Tracking System and maintain complaint log for same.
- Open cases in Assignment Tracking System regarding meetings, trainings, and Joint Actions with PD.
- Open cases in Assignment Tracking System regarding service of revocations, cancellations, and suspensions.
- Place holds on revoked, cancelled, or suspended licenses in workflow as reported by Investigators.
- Return suspended licenses and removes holds in Workflow.
- Update case status for all assignments opened in the Assignment Tracking System.
- Create charts, tables, and forms commonly used by Investigators.
- Maintain file of all Teen Night Notifications received.
- File completed reports in appropriate cabinets.
- Provide various administrative duties as required including, but not limited to, maintenance of administrative files for the Enforcement Unit.
- And act as liaison between other business units (Licensing, Legal and Administration)
- Import digital photos into cases.
- Order and process transcript request
- Maintain and oversee Enforcement staff required trainings.
- Supervise subordinate staff as needed.

**Additional Comments**

The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply.

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

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