Administrative Assistant

You are here

Home
Job location
80 S.Swan Street
Albany, NY 12210
United States
Organization information
Organization name: 
NYS Office of Indigent Legal Services
Street address: 
80 S. Swan Street
City: 
Albany
State: 
New York
ZIP: 
12210
Organization URL: 
https://www.ils.ny.gov/
Job type: 
Other
Position Description: 

The Administrative Assistant will join the ILS Research Unit and report to the Director of Research. Responsibilities will include assisting in research activities related to the Office of Indigent Legal Services’ overall responsibility to make efforts to improve the quality of mandated representation under County Law Article 18-B.

Essential functions of this position include:
• Maintain annual data reporting contact lists for information and emails regarding the various ILS reports (i.e., the ILS-195, Performance Measures Progress Report, Annual Financial Report, and Parent Representation Report).

• Update annual report forms including current reporting period, submission due dates, and other necessary edits to the documents.

• Generate unique links for each annual report and transmit those links to each public defense provider.

• Editing, proofreading, and formatting reports and other documents for final publication.

• Utilize software applications such as Word, Excel, PowerPoint in the performance of duties.

• Work with the Data Outreach Officer to maintain correspondence with providers and their data entry staff, onboard new county data officers regarding ILS reporting requirements.

• Edit county-based data officer and other training videos for upload to the ILS Website and/or YouTube.

• Assist in organizing and maintaining documents, links, files, etc. and identify information to be included in the Research Section of the ILS Website.

• Assist in the coordination of county-based data officer trainings, meetings and other events, and the formatting and dissemination of a quarterly data officer newsletter.

• Keep track of new public defense data articles and publications; use NYS Library card to download PDFs of relevant research to assure ILS-staff access.

• Assist in scheduling Research Unit appointments and events.

• Provide direct administrative support to the ILS Senior Research Associates as needed.

• Assist the Director of Research with project management, maintaining timelines, and meeting various project deadlines.

Requirements: 

Three years of relevant experience.*

*Substitution: Certification (such as the International Association of Administrative Professionals’ Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

To apply: 

Please submit a resume and a cover letter clearly and concisely detailing how you meet the minimum qualifications for this position as well as your interest in the position. The cover letter should indicate the Position Title & Vacancy ID number (193676) for which you are applying. Submit resume and cover letter to [email protected] by 09/04/25.

Notes: 
Equal Opportunity Employer The mission of Indigent Legal Services (ILS) is to improve the representation provided to people facing criminal charges or family litigation who cannot afford counsel. Our agency’s work is transforming criminal defense and parental representation, while helping people in crisis achieve greater justice in criminal cases and maintain family integrity. Join us to help shape policy and practice statewide and to have a profound impact on justice statewide. Become part of a team of dedicated professionals who share your commitment to a more fair and just society. ILS is committed to creating and maintaining an inclusive, diverse, and equitable workplace. These values not only guide our work; we believe they are essential to fulfilling our mission to improve mandated representation in New York State. ILS staff share responsibility for creating a more inclusive workplace. Diverse voices and perspectives only strengthen our ability to create transformational change. Candidates from diverse backgrounds are encouraged to apply. ILS welcomes candidates regardless of age, race, creed, color, sex, sexual orientation, gender identity, national origin, military or veteran status, disability, predisposing genetic characteristics, marital or family status, domestic violence victim status, or arrest record or criminal conviction history. We offer a comprehensive New York State benefits package, including: • Medical, Prescription, Dental and Vision Care Benefits • Life Insurance • Paid Personal Leave, Vacation, Sick Leave, and Holidays • Paid Family Leave • Health Care Spending Account • Dependent Care Advantage Account • Membership in the New York State and Local Employees’ Retirement System • Voluntary Defined Contribution Plan • Deferred Compensation Plan ILS employees are eligible to apply to telecommute part-time and/or adjust work hours in accordance with ILS’s policies, subject to supervisor approval. The Capital Region is a great place to live with a low cost-of living in neighborhoods ranging from urban to rural within a short commute. Whether you are an outdoor enthusiast or an arts aficionado, there is something for everyone. From the beautiful mountains that surround the city to the historic churches and museums and pre-Revolutionary War architecture. With a 300-year history, there’s much to enjoy and explore. Employees may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). For more information on PSLF, please visit www.studentaid.gov/publicservice. The State of New York is committed to assuring equal opportunity for persons with disabilities. Requests for reasonable accommodations should be submitted to the Designee for Reasonable Accommodations (DRA) and Americans with Disabilities Act Coordinator at [email protected].
Salary range: 
$65000 to $73000
Submission deadline: 
Thursday, September 4, 2025

NLADA Mutual Insurance Co., RRG