Job Description
Description
Duties Description The Executive Office provides oversight for the agency’s operations to ensure the agency is fulfilling its mission. Members of the Executive Team set policy and provide strategic direction for the agency. As the Department carries out key initiatives to transform the way services are delivered to partner agencies and the public, this position will help support agency leadership and help ensure the successful implementation of these modernization efforts.
Required The Executive Assistant will provide administrative support for the Commissioner and Executive Deputy Commissioner. The position requires confidentiality, professionalism, reliability, responsiveness, and resourcefulness. The incumbent must also develop a strong knowledge of Department operations to successfully carry out the various tasks required, including but not limited to the following:
- Maintaining schedules including planning and scheduling meetings and conferences, and preparing background materials, handouts and instructions, and disseminating meeting minutes as may be necessary for attendees.
- Make travel arrangements and reconcile travel expenses in SFS.
- Coordinate, draft and format letters, memoranda and reports for distribution to various parties including Executive Chamber, legislature, State agency heads, local governments and other constituents.
- DCS Event planning support, which includes guest speakers’ invitations, and all follow up necessary prior to and after the events have concluded.
- Yearly budget testimony hearing preparation.
- Opening, reviewing, and distributing mail and managing incoming correspondence by identifying appropriate staff for response, establishing deadlines and following up, as needed.
- Review and electronically sign various documentation on behalf of the Commissioner and Executive Deputy Commissioner upon receiving approval.
- Coordinating candidate interviews (both in person and virtual) and compiling Interview Evaluation summaries for all candidates.
- Answering telephones and connecting callers to appropriate staff.
- Developing office procedures for document management and maintaining files to allow easy access to information.
- Managing the physical needs of the DCS Executive Office, which includes submitting ITS tickets on behalf of the Executive Team and office, as well as maintaining office supplies through the mailroom and submitting purchase requisitions.
- Develop and maintain relationships with internal and external parties requiring assistance or information from the Executive Office.
- Coordinate work and schedules with fellow Executive Assistant for other Executive staff.
- Manage use of conference rooms located in the Executive Office.
The Minimum Qualifications Are Minimum Qualifications A bachelors degree** and three years of specialized experience*
Or
An associates degree** and five years of specialized experience*
Or
Seven years of specialized experience*
- Specialized experience includes the following: progressive administrative experience; direct experience in, or knowledge of, New York State government preferred.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
- Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at You must pay the required evaluation fee.
Preferred Qualifications - Excellent organizational, interpersonal, customer service, written and verbal communication skills;
- Highly professional in demeanor with the ability to interface easily with people at all levels, including state executives;
- Ability to work independently, work well in a team environment, and establish internal and external relationships;
- Ability to handle multiple assignments, prioritize tasks, and meet deadlines while maintaining attention to detail.
- High level of discretion in handling sensitive or confidential matters;
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook;
- Knowledge of Microsoft Office 360, SharePoint, and Teams.
Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
Among Its Duties, The Department - Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
- Administers the New York State Health Insurance Program ( one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
- Assists municipal agencies with civil service administration of more than 360,000 local government employees.
- Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities ( to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (
This is an appointment to a position in the exempt jurisdictional class and will require a background check. As such, the incumbent of this position would serve at the pleasure of the appointing authority. Appointment to this position is contingent upon Division of Budget approval.
The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov.
Job Tags
Full time, Internship, Local area, Remote job,