Review Vacancy
AgencyAddiction Services and Supports, Office of
TitleAdministrative Assistant 1 (Formerly Secretary 1)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $36964 to $53490 Annually
Minimum Qualifications Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*
*Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $35,528 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $39,653) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees 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 the Administrative Assistant 1, G-11.
Provisional appointment: One year of permanent competitive or 55b/c service as an Office Assistant 1 (Keyboarding), Office Assistant 1 (Keyboarding Spanish Language), Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding Spanish Language), Law Department Document Specialist Trainee 1, Law Department Specialist Trainee 2, or Law Department Document Specialist.
Note: candidates who have not previously held a keyboarding title may be required to pass a keyboarding test that demonstrates your ability to enter text using an alpha numeric computer keyboard, at a rate of at least 30 words per minute with at least 96% accuracy.
Duties Description Duties of the Administrative Assistant 1 will include:
• Responding to Telephone Calls coming into Unit
• Maintaining the Certification Mailbox by organizing and responding to requests for information
• Typing general correspondence
• Mailing incoming and outgoing correspondence
• Tracking Certified Letter status
• Maintaining the mail log
• Responsible for maintaining inventory of office supplies and submit orders for supplies as needed Scheduling meetings for professional staff
• Recording and preparing minutes of staff meetings
• Scanning Bureau documents
• Maintaining filing/system and scanning system
• Performing data entry into Access database
• Assigning application numbers and input into database
• Setting up initial application folders
• Managing Bureau shared calendar
• Maintaining office supplies
• Coordinating/preparing FOIL Request responses
• Update the OASAS Treatment Provider Directory for internal and external use
• Maintain lists of status of Operating Certificates
• Schedule meetings and maintain meeting minute notes for the Behavioral health Advisory Council
• Provide administrative support to professional staff
• Assist Bureau Director with special projects as needed
• Tracking and managing contact information database
• Tracking and managing telehealth applications
• Tracking and managing ancillary withdrawal applications
• Updating application database
Preferred candidates will have strong computer skills including Microsoft Suite (Word, Access, Excel, and Outlook), knowledge of online calendar maintenance and scheduling, strong organizational skills, strong communication skills, and experience working with other state agencies and the public.
Additional Comments The salary range for this position is as follows:
$43,648-$53,490 (SG-11 level)
$36,964- $45,518 (Trainee 1 level-equated to SG-8)
$41,255-$50,628 (Trainee 2 level-equated to SG-10)
Some positions may require additional credentials or a background check to verify your identity.
Name Bureau of Human Resources Management
Email Address Recruitment@oasas.ny.gov
Address
Street NYS Office of Addiction Services and Supports
1450 Western Avenue
Notes on ApplyingYou must currently be employed by the State of New York in order to apply for this position. Interested candidates should submit resume and cover letter in Word or PDF format with Reference Code DB/AA1/50246 to Recruitment@oasas.ny.gov including a social security number for eligibility verification. If you are applying as a provisional candidate, be sure to clearly illustrate how you meet the minimum qualifications. Please be sure to include reference code DB/AA1/50246 in your response. Failure to include this code could result in a delay of the processing of your application.