Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
TitleAdministrative Assistant 1/Trainee
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $36964 to $53490 Annually
Minimum Qualifications MINIMUM QUALIFICATIONS:
Administrative Assistant 1:
Candidates must be a current New York State employee reachable on the Secretary 1 eligible list.
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.
VACCINATION REQUIREMENTS:
Must be fully vaccinated for Covid-19 based on the Center for Medicaid Services regulation
Duties Description POSITION DESCRIPTION:
The Administrative Assistant 1 will be assigned to the Family Care Unit as well as the Office of the Medical Director which are part of State Operations. The Family Care Unit oversees approx. 65 homes and 115 individuals in State operations, as well as approximately 15 homes operated by voluntary agencies.
PRIMARY DUTIES AND RESPONSIBILITIES:
• Under the direction of the Treatment Team Leader for Family Care and the Medical Director, the Administrative Assistant 1 will be responsible for handling written and verbal communications for the family care team and provide similar assistance to the Medical Director for State Operations.
• May be responsible for maintaining training grids for family care staff as well as family care providers and certified sitters to ensure HCBS compliance.
• Will run monthly TABS error reports and notify staff of errors to be corrected.
• Will maintain a record of current and expiring certifications of family care providers and send out reminders and documents to the providers for recertification. The Administrative Assistant 1 may also send, and track documents sent out to prospective family care providers and check for completeness prior to giving them to the TTL or Certification specialist.
• Will be the central contact person for ordering and tracking essential supplies for the family care team which consists of a TTL, psychologist, 7 residential habilitation specialists, the certification specialist and 4 community mental health nurses as well as family care providers.
• Will coordinate the use of State operated vehicles for the family care staff to use for their home visits.
• May track the attendance and take contemporaneous notes of meetings or trainings held by the TTL with the family care staff and with external stakeholders.
• Will assist the medical director when needed with meeting minutes, scanning documents, obtaining supplies, copying, faxing, obtaining mail from mailroom, bringing documents to Human Resources, creating on-call duty calendars and medical staff grids.
• May include other duties as required to ensure the efficient and effective operation of the family care unit.
Additional Comments • 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.
• For CSEA positions: Local Bidding Agreements will be honored.
• 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.
• In order 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.