Administrative Assistant 1 Vid - 137652

Minimum Qualifications

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.

Candidates must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a Keyboard Specialist performance test.

• Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11.

Duties Description

Reporting to one of the Directors of either the External Affairs Unit or the Enforcement Unit, the incumbents of these positions will serve as the lead support person in the Unit, responsible for ensuring the smooth flow of operations between their respective Unit and all other Units within the Office of Cannabis Management (OCM).

Duties Include, But Are Not Limited To

• Produce and edit correspondence and documentation for the Director’s review and signature.
• Manage the office calendar and the Director’s daily schedule by independently scheduling, confirming, and canceling meetings and appointments with staff, agency program managers and business units, and all other parties. Ensure schedules are up to date and reliable.
• Contact external customers (Contractors, Vendors), client agencies and consultant field staff reviewing and securing required reporting forms and monthly reports.
• Input all forms and correspondence and distribute to appropriate staff and program areas.
• Receive and review all incoming and outgoing forms, correspondence for accuracy and completeness.
• Generate technical reports on a regular basis.
• Respond to questions, research problems, and determine resolution; communicate and interpret agency policy and procedures; refer more difficult calls to appropriate staff; follow-up when necessary.
• Develop office document templates including formats for letters, memoranda, facsimiles, and travel itineraries, etc.
• Coordinate the collection of data necessary to respond to inquiries from the Executive Chamber, the State Attorney General’s office, Office of the State Inspector General, Office of the State Comptroller, State Division of the Budget, and other public and private entities.
• Screen visitors and telephone calls for appropriate routing.

Additional Comments

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

Yes, CSEA Downstate: Location Pay of $3,087