Administrative Assistant 1 or Administrative Assistant Trainee

Administrative Assistant Provide administrative support to the Deputy Bureau Chief and several Attorneys in the Syracuse Regional Office. The specific duties for this position include, but are not limited to, the following: Review and distribute incoming correspondence; maintain calendars and perform database updates. Create files, save reports and documents. Responsible for tracking the annual reviews of treatment facilities for Mental Hygiene Law Article 10 sex offenders. Maintain an excel summary spreadsheet for annual reviews which is updated daily. Track release dates of respondents from correctional facilities, OMH secure facilities, and follow-up on status when necessary. Responsible for managing and updating the Syracuse Regional Office's Annual Review case database. Update calendar and internal case management database for all hearings, conferences, and trials. Prepare documentation and coordinate case transfers for Change of Venue matters. Notify pertinent parties of the assignment of Annual Reviews. Assist in coordination and scheduling of annual review hearings, trials and court appearances. Manage coordination of SIST records, orders, summary reports and documentation. Ensure Notice of Entry completed for all orders and notarized appropriately. Act as liaison between Court staff, Office of Mental Health staff, and opposing attorneys. Ensure filed documents are emailed to pertinent email distribution lists as needed. Organize and review the local Syracuse Regional Office Sex Offender Management database. Prepare/forward Travel Vouchers for Bureau. Answer incoming calls, provide information or refer to appropriate agency or attorney. Act as back up support staff for State Counsel Attorneys when needed. Assist in preparation, proofing and filing Order to Show Cause, Petition and other legal documents. Scan voluminous records and documents associated for Article 10 cases. Prepare and forward invoices and bills for payment, in reference to transcripts legal documents and expert witnesses. Prepare files and documents to be forwarded to Appeal and Opinions. Draft all legal documents, coordinates with the OMH and DOCCS, arranges for transport, filing and service in all cases assigned to the Syracuse Regional Office. Prepare court-required Index Application and Request for Judicial Intervention forms for filing documents. Initiate the coordination with correctional facilities and SOMB Investigators regarding personal service of Orders to Show Cause or other legal documents needing delivery and service, as well as follow-up on receipt of Affidavits of Service for same; ensure personal service of legal documents completed on office of Mental Hygiene Legal Service. Prepare Orders to Produce for hearings; point person for follow-up with Judge's chambers, Office of Mental Health, Mental Hygiene Legal Services, DOCCS, and law enforcement regarding same, ensuring all pertinent parties are notified. Perform other duties as assigned. NY HELPS: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in. NON-COMPETITIVE QUALIFICATIONS: Administrative Assistant 1 (AA1) (CSEA, SG 11, current starting salary $47,695, job rate $58,447): Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Administrative Assistant Trainee 2 (CSEA, NS Equated SG 10, current starting salary $45,081, job rate $55,322): One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Administrative Assistant Trainee 1 (CSEA, NS Equated SG 8, current starting salary $40,391, job rate $49,743): Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. SUBSTITUTION: Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses. OTHER WAYS TO QUALIFY: Reachable on the Department of Civil Service Eligible list for Administrative Assistant 1. OR Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website. We are seeking talented and motivated support staff to work with our attorneys in the State's law firm. The selected candidate will be part of a fast-paced office, gaining experience while providing public service on behalf of the State of New York. The Attorney General serves the public interest of all New Yorkers in matters affecting their daily lives, enforcing laws to protect consumers, tenants, patients, workers, investors, and charitable donors. The office coordinates statewide civil and criminal investigations, promoting economic and social justice, encouraging harm-reducing public health strategies, and preserving the state's environment. Careers with the State offer multiple benefits, including paid vacation leave (13+ days per year), sick leave, paid State holidays off, health insurance including vision & dental, entry into the NYS retirement (pension) system, education and training, eligibility for public student loan forgiveness, and job stability with promotional opportunities. Workplace flexibilities include multiple options for employees, including telecommuting (up to two days per week) and alternative work schedules. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller (OSC) in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts. The Office of the NYS Attorney General (OAG) cannot provide sponsorship for work authorization. Candidates need to be authorized to work in the United States to be employed by this agency. It is incumbent upon employees to maintain work authorization for the duration of their employment with the OAG. Some positions may require additional credentials or a background check to verify your identity.