Administrative Assistant 1/Trainee

Description
Duties Description
The Administrative Assistant 1 (SG-11) will be assigned to the Board of Examiners of Sex Offenders (BOE) and will act as administrative support for the office and Board members. The incumbent will interact with courts, correctional facilities, law enforcement agencies and the general public in order to carry out BOE's mission.

Duties Will Include But Not Be Limited To

• Answering the telephone and giving information to callers, taking messages, and transferring calls.
• Opening, reading, routing, and distributing incoming mail or other materials and answering routine inquiries.
• Locating and attaching appropriate files to incoming correspondence for Board members' reply or review.
• Handling returned mail, resending offender letters and updating offender address information in the database and in the file.
• Setting up meetings when needed and making travel arrangements for staff, including creating and/or submitting travel expense reports for staff.
• Ordering supplies and completing the purchase order/procurement logs.
• Opening case files and determining if more information is needed and sending out requests for records.
• Following up, if needed, with courts to be sure information was received or with agencies to determine the status of an information request.
• Creating, maintaining, and entering information into spreadsheets and databases to ensure accurate and timely tracking of cases and records.
• Sending the Board's recommendations, correspondence and other information to the appropriate party in an efficient and timely manner.
• Operating office equipment such as printers, scanners, and copiers; and arranging for repairs when equipment malfunctions.
• Reviewing work done by others to check for correct spelling and proper grammar and ensure that office format policies are followed and recommend revisions if necessary.
• Assisting with matters such as obtaining criminal histories and probation reports from eJustice and case/court records.
• Entering offender and court information into the database as well as running queries to extract information.
• Verifying addresses of sex offenders through various electronic means
• Entering risk levels and PFM decisions into the database
• Scanning and logging subpoenas and emailing the Chairperson's response to the appropriate individual.
• Coordinating with the Board members and other staff regarding case and information flow as well as additional tasks that may be required in the Board's overall processes.

Non-competitive Minimum Qualifications
Minimum Qualifications
Administrative Assistant Trainee 1, NS (Equated To SG-8)
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. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.

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 maybe 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. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Competitive Minimum Qualifications
Administrative Assistant Trainee 1, NS (Equated to SG-8): One year of permanent-competitive or 55B/C service in a title SG-6 or higher and otherwise eligible for