Administrative Assistant 2, Albany

Administrative Assistant 2

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Duties Description •Provide confidential support to the Hearings Counsel, Chief Administrative Law Judge and Deputy Commissioner for Hearings and Mediation Services

•Manage confidential communications and case information within OHMS

•Maintain OHMS’ electronic Docket Management System, including adding new matters to the system and making regular case updates

•Arrange, schedule and provide support for in-person and virtual hearings, conferences and mediations

•Retain the services of court reporters and arrange for interpreter and translation services when necessary

•Process and distribute reports, decisions, orders, and rulings of the Commissioner, designated decision-makers, and ALJs

•Process and distribute hearing notices

•Maintain and update OHMS’ internal and external web pages, including posting decisions, orders, rulings and hearing notices

•Make travel arrangements and process travel and expense reports on SFS

•Maintain and update various OHMS Calendars

•Review incoming correspondence and case filings and distribute as appropriate

•Respond to questions concerning office procedures and refer telephone calls and emails to appropriate staff

•Make travel arrangements and process travel and expense reports in SFS

•Assist with the preparation and electronic transfer of the administrative record to the New York Attorney General’s Office

•Assist with the preparation of MOUs and DOAs for Chief ALJ and Deputy Commissioner approval

•Assist the FOIL Access Officer in responding to FOIL requests

•Attend quarterly meetings on behalf of OHMS regarding interagency communications and public outreach

Minimum Qualifications Non-competitive: high school diploma or high school equivalency diploma; and three years of experience in administrative support**, which includes use of office software (., email, word processing), provision of customer service, business writing, and management of an office.

** Certification (., 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

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Location:: Albany

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