Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
TitleAdministrative Assistant 1/Trainee - 22-414bjd
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $41953 to $51410 Annually
Minimum Qualifications MINIMUM QUALIFICATIONS:
Administrative Assistant 1:
Candidates must be a current New York State employee reachable on the Secretary 1 eligible list. You must respond interested to the canvass when it is sent.
Transfer:
Candidates must have one-year permanent competitive service as an Administrative Assistant 1 or Secretary 1and be eligible for lateral transfer to transfer under Section 70.1 of the Civil Service Law.
OR
Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory and elective coursework**.
Administrative Assistant Trainee 1:
Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.**
Administrative Assistant Trainee 2:
Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework**.
**Incumbents will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to Administrative Assistant 1, G-11.
Candidates that are not currently incumbering or have not previously held a keyboard or secretarial title, will have to take and pass a typing proficiency exam to qualify for transfer.
Preferred Qualifications:
• Ability to manage changing priorities in a fast-paced office environment.
• Strong organizational skills.
• Attention to detail.
• Excellent communication skills.
• High proficiency with Microsoft Outlook, Word, Excel and Access.
• Strong knowledge of professional correspondence formatting.
• Ability to proofread and edit all correspondence prepared for signature.
• Desire to contribute to a team-oriented workplace.
Duties Description POSITION DESCRIPTION:
This position provides clerical support for the day-to-day functioning of Medical Services Office and Day Service Programs.
PRIMARY DUTIES AND RESPONSIBILITIES:
Duties include but not be limited to:
• Provide direct secretarial services to the DDSO Medical Director, and manage his schedule and communications, including ensuring immediate response to critical medical issues for our residential and day services as well as community entities and technical support for the Regional Services Office.
• Maintain electronic and paper files regarding medical issues.
• Assistance with the management of contract physicians.
• Complie Weekly Hospitalization Report
• Responsible for the clerical portions of the end-of-life (MOLST) paperwork process.
• Prepare Board of Visitors Medical reports
• Schedule the physician's "peer review" monthly meeting.
• Prepare materials for the Mortality Review Committee.
• Process IPSIDD / Concuring Opinion Letters.
• Take minutes at meetings.
• Provide coverage assistance to other administrative secretaries.
• Compiles and maintains the staffing census and individual census monthly for each of the day program sites and IES sites.
• Reviews the board of visitor reports submitted by each day program and IES site. Compiles into one board of visit report.
• Supports and backs up the clerical staff at each day program and IES site for day program forms, processes, and protocols.
• Serves as a timekeeper for specific staff members working in the day services programs.
• Completes the Weekly Telecommuting Report
• Day Program and IES Closure Reports-save to the network folder.
• Day Program and IES Daily Rosters-save to the network folder.
• Day Program and IES Monthly Vehicle Reports.
• Day Program and IES Organizational Chart updates
• Maintains the ownership of the Day Service distribution lists.
• Western and Finger Lakes Monthly IES meetings.
• Scheduling of interviews for day program and IES supervisory positions including preparing candidate folders with resume, references, and PHF reviews.
• Scheduling of Microsoft Teams meetings or Webex meetings. Reserving meeting space for in person meetings.
• Day services SharePoint owner. Updates forms and uploads them into SharePoint for day services supervisory access.
• Other assigned tasks.
Additional Comments APPLICATION PROCEDURE: Submit cover letter and résumé by September 27, 2022, to:
Human Resources Management Office
1200 East and West Road
Building 1, West Seneca Campus
West Seneca, NY 14224
E-Mail: opwdd.sm.wny.bids@opwdd.ny.gov
Fax: (716) 517-3715
Please reference the above EOA #22-414bjd in all correspondence.
Please note:
• For CSEA positions: Local Bidding Agreements will be honored.
• If you are employed by state government, you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit www.studentAid.gov/publicservice.
• Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA). If an employee believes that they need a reasonable accommodation, they should contact the NYS OPWDD Workforce and Talent Management Central Office (518) 473-4785 or Email at accommodationrequests@opwdd.ny.gov to obtain information and RA forms.
• Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume/cover letter.
• To be eligible for appointment and to maintain employment, you cannot be listed as an excluded individual or entity on any of the Federal and/or State Medicaid and Medicare exclusion lists (or excluded from any other Federal or Federally assisted program). If you are appointed and subsequently listed as an excluded individual or entity on any of these lists (or excluded from any other Federal or Federally assisted program), you may be terminated from your employment.
• OPWDD is an Equal Opportunity/Affirmative Action Employer.
Some positions may require additional credentials or a background check to verify your identity.
Name OPWDD Region 1 Western Office
Email Address opwdd.sm.wny.bids@opwdd.ny.gov
Address
Street 1200 East and West Road
Notes on ApplyingAPPLICATION PROCEDURE: Submit cover letter and résumé by September 27, 2022, to:
Human Resources Management Office
1200 East and West Road
Building 1, West Seneca Campus
West Seneca, NY 14224
E-Mail: opwdd.sm.wny.bids@opwdd.ny.gov
Fax: (716) 517-3715
Please reference the EOA #22-414bjd in all correspondence.