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Review Vacancy

Date Posted 02/27/24

Applications Due03/12/24

Vacancy ID152241


AgencyPeople With Developmental Disabilities, Office for

TitleAdministrative Assistant 1/Trainee - EOA#24-116

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $44957 to $55093 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Suffolk

Street Address 45 Mall Drive, Suite #1

State Operations - Quality Improvement Unit

City Commack


Zip Code11725

Minimum Qualifications • Candidates must be employed by New York State to be eligible to apply for this position.
• Eligible List Appointment to Administrative Assistant 1: Candidates must be reachable on the Administrative Assistant 1 or Administrative Assistant Trainee 1 eligible list. If you are on the eligible list for Administrative Assistant 1 or Administrative Assistant Trainee 1, you may receive a canvass letter. You must complete and return the canvass letter as instructed.
• Candidates must have permanent status as an Administrative Assistant 1 (formerly Secretary 1), Grade 11, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law to the Administrative Assistant 1 title; OR be eligible to transfer via Section 70.1 of the Civil Service Law into the trainee levels (Administrative Assistant Trainee 1 or 2). In order to be eligible for a 70.1 transfer, candidates must have one year of permanent competitive or 55b/c service in a qualifying Grade 6 to 13 title.
• Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.
• A two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, was 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. All trainees are required to successfully complete all courses before advancing to Administrative Assistant 1, G-11.

Duties Description Under the supervision of the Quality Improvement Department MHPES 4, the Administrative Assistant 1 will function as Administrative Assistant to the QI department.

Responsibilities include:

1. Interface with staff from the DDSO, Incident Management Unit (IMU), Office of Internal Investigations and Affairs (OIIA) and the Justice Center.
2. Maintain spreadsheets for tracking agency reportable incidents, protective actions, completed investigations, incident recommendations, and Corrective Action Plans.
3. Request incident documents from the units; upload information in IRMA; forward documentation to investigators.
4. Type, distribute and upload IRC meeting minutes.
5. Send incident notifications; redact and mail investigative reports.
6. Oversee schedule for Administrator on Duty; maintain AOD contact information; copy and distribute AOD folders.
7. File and archive documentation for incidents, AOD, MMOC, Nursing Triage reports.
8. Maintain list of DQI survey dates.
9. Schedule meetings and forward meeting notifications.
10. Provide coverage to other DDSO Administrative Assistants.
11. Report and follow up on 45 Mall Drive building issues.
12. Special assignments including litigation requests.
13. Other duties as assigned by supervisor.


Additional Comments Please note:

• OPWDD is committed to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their 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.

• 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

• 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 he or she needs a reasonable accommodation, they should contact the NYS OPWDD Workforce and Talent Management Central Office (518) 473-9689 or Email at to obtain information and RA forms.

• Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

• 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.

Name Long Island OPWDD Human Resources

Telephone 631-326-4482

Fax 631-493-1784

Email Address


Street Long Island OPWDD

45 Mall Drive, Suite 1

City Commack

State NY

Zip Code 11725


Notes on ApplyingPlease submit a cover letter and resume by March 12, 2024, and reference EOA #24-116 on all correspondence.

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