StateJobsNY

NY HELPNo

AgencyHealth, Department of

TitleAdministrative Assistant 1 - 51454

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $36964 to $53490 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address Office of Primary Care and Health Systems Management

Bureau of Narcotic Enforcement, 150 Bradway, Riverview Center

City Menands

StateNY

Zip Code12204

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 either the trainee 1 or trainee 2. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $34,831 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $38, 875) 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 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. Trainees having completed the mandatory coursework prior to appointment may be eligible for appointment to the Trainee 2 level with appropriate approvals. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11."

Preferred Qualifications:Excellent organizational skills with the ability to handle multiple assignments and work independently; experience in a busy office environment, including preparing, managing and tracking correspondence; file maintenance, both electronic and paper; and records retention. Excellent written and verbal communication skills; experience in purchasing; and the ability to use SFS, WebEx and Microsoft Word, Excel, PowerPoint and Access applications are all preferred qualifications for this position.

Duties Description The Administrative Assistant 1 will establish, organize and maintain office procedures, including the flow of communications to Bureau staff, purchasing and scheduling of meetings or events. Provide administrative support to the Bureau Director, Deputy Director, and Bureau staff. Answer the telephone and provide responses to policy or procedures as assigned. Refer more complex/technical questions to the appropriate staff. Review, handle and prepare correspondence, including executive correspondence, Freedom of Information Law requests, routine form letters, etc., ensuring proper routing, formatting, spelling/grammatical usage, appropriate procedures are followed, and correspondence is handled in a timely manner. Schedule meetings and maintain Bureau Director and Deputy Director’s calendars, coordinate their travel, and act as their travel proxies. Design, set-up and maintain files (including electronic) for correspondence/documents, file material, search for requested materials, and periodically purge obsolete material for storage in records center or for disposal ensuring adherence to appropriate records retention policies. Handle routine office accounts and purchasing. Prepare reports as assigned. Act as the Bureau liaison for Division-wide administrative meetings. Develop, maintain and update office procedure manuals. Assist with the recruitment process, as needed. Maintain electronic mailing and telephone lists, as assigned. Establish and maintain effective working relationships with others in the same office, in other organization units in other agencies and with the public.

Additional Comments "DOH’s Telecommuting Pilot Program for NYS DOH staff has been extended through June 30, 2023. The number of permissible telecommuting days for each employee, not to exceed 5
days per pay period, will be determined by the current work demands/assignments as well as program operational needs."

This position may require travel including to areas that may not be serviced by public transportation.

For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

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

Name Human Resources Management Group, LD/AA1/51454

Telephone 518-486-1812

Fax 518-473-3395

Email Address resume@health.ny.gov

Address

Street RM 2217, Corning Tower Building, ESP

City Albany

State NY

Zip Code 12237

Notes on ApplyingIf you are a current New York State employee: submit resume, preferably in PDF format, to Resume@health.ny.gov, or by fax to (518) 473-3395 with reference code LD/AA1/51454 in the subject line, or by regular mail to Human Resources Management Group, LD/AA1/51451, Room 2217, Corning Tower Building, Empire State Plaza, Albany, New York 12237- 0012. Failure to include the required information in the subject line of your email or fax may result in your resume not being considered for this position. Resumes will be accepted until 4/13/2023.