Position Information

NY HELPNo

AgencyMedicaid Inspector General, NYS Office of the

TitleOffice Assistant 3

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $56506 to $68630 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 800 North Pearl St.

City Albany

StateNY

Zip Code12204

Job Specifics

Duties Description Office Assistant 3 Duties and Tasks

This position is assigned to the agency’s Office of Counsel which handles a high volume of documents related to diverse subject areas to support the overall work of the agency to combat fraud, waste and abuse in the New York Medicaid program. The incumbent may report directly to a managing attorney (General Counsel, Deputy Counsel, or Associate Counsel/Attorney) or to an Administrative Specialist 1.

RESPONSIBILITIES: Perform office and administrative support and clerical work in administering legal processes. Duties include but are not limited to:

General Office Support:
• Open and scan mail, log mail and distribute mail. Prepare letters and packages for mailing or delivery; prepare overnight mail labels and certified return receipt forms.
• Use office and agency electronic resources, software applications, and record systems to research and gather information and documents needed to process legal work.
• Answer questions from and provide information to internal agency staff, the general public, or other NYS agency staff regarding OMIG activities, transactions, and procedures. Refer inquiries as necessary to appropriate OMIG business units.
• Design or update administrative processing procedures and manuals.
• Utilize various communication systems such as telephones and computers; and keep records of such communications via message pad or electronic log.
• Operating and performing basic cleaning and maintenance on office equipment such as copiers, scanners, binding machine. Clearing paper jams in copiers, scanners and printers; replacing toner cartridges; and cleaning keyboards and screens. Facilitating the submission of repair tickets to Operations and/or ITS.
• Scheduling appointments and meetings using Microsoft Office Outlook and other scheduling tools (Teams, WebEx); coordinate the reservation of meeting rooms and ensure that appropriate equipment and materials are available.
• Maintaining calendars for attorneys; resolving scheduling conflicts.
• Identify work issues and recommend options to resolve those issues.


Data Entry, Keyboarding and Document Preparation:
• Inputting information into the case management system to process new assignments.
• Preparing formal letters, memos and agendas; proofreading draft documents, checking forms for completeness and accuracy; reviewing and correcting correspondence, and other written materials and records.
• Transcribing hand-written notes and verbal dictation notes.
• Preparing training materials, case folders, and hearing exhibit binders.
Record Keeping and File Maintenance:
• Assisting with compiling data for reports, graphs, charts, tables, and preparing visual aids to display data.
• Creating and preparing reports needed for monthly divisional meetings, weekly staff meetings, and agency quarterly and annual reports.
• Organizing information and documents and saving them to electronic files as well as paper file folders that may be maintained.
• May attend meetings to take notes; prepare meeting summaries.
• Maintain office calendar for Telecommuting, monitor the submission of telecommuting workplans and maintain and update Telecommuting files.
• Updating list of open and closed files and assisting with locating and organizing files in file cabinets. Preparing files for record retention and storage per NYS and agency requirements and guidelines.

Supervision:
• May supervise (non-law) student assistants and volunteers and lower grade level clerical titles.
• Assist with planning work assignments.
• Provide training and guidance in the use of work equipment, and office and agency procedures.

Minimum Qualifications PREFERRED QUALIFICATIONS: Proficient in Word, Excel, and Outlook. Must have strong organizational, proofreading, verbal and interpersonal skills, the ability to multitask, and demonstrate attention to detail.

COMPETITIVE MINIMUM QUALIFICATIONS:
Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-12 or higher and otherwise eligible for transfer under Civil Service Law.

A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

52.7 NON-COMPETITVE PROMOTON (NCP) QUALIFICATIONS:
In accordance with Section 52.7 of the Civil Service Law, if the number of qualified candidates who apply for the position is three or less, a permanent appointment can be made, at agency discretion, by non-competitive promotion of an applicant who meets the minimum qualifications. To qualify, you must be a current Department of State employee and have one year of permanent, contingent permanent, or 55 B/C service in a clerical, keyboarding, or paraprofessional*** title allocated to Grade 7 or higher.

****The list of qualifying titles can be found here: https://www.cs.ny.gov/examannouncements/announcements/31183010qualifying.cfm

Note: Non-Competitive refers to not competing in an examination; the appointment will be competitive.

Additional Comments The agency participates in the NYS Telecommuting Program and questions may be raised during the interview. Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

OMIG does not participate in E-Verify and does not sponsor visa applications.

The Office of the Medicaid Inspector General is proud to be an equal opportunity employer. We encourage those with unique backgrounds and contributions such as education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation, and beliefs to apply.

We provide reasonable and religious accommodation for any part of the application and hiring process. If you have a disability or special need that requires accommodation, please send a request to RARequest@omig.ny.gov.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Amber F.

Telephone

Fax

Email Address recruitment@omig.ny.gov

Address

Street 800 North Pearl St.

City Albany

State NY

Zip Code 12204

 

Notes on ApplyingSubmit resume to Amber F., by email, to Recruitment@omig.ny.gov with a subject line of Office Assistant 3, no later than June 26, 2026.