Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
TitleAdministrative Assistant 1/Trainee - EOA#2024-167
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $44957 to $55093 Annually
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 POSITION DESCRIPTION:
This position will serve as a Administrative Assistant 1 (AA1) for a division of the Service Access Program Implementation and Stakeholder Support- Regional Field Office (SPSRFO). Divisions within the Regional Field Office include the following: Service Access (Front Door and Waiver Services), Eligibility, Self-Direction, Housing, Crisis, Property/Development, Fiscal, and Quality Management/Technical Assistance.
Through the five Regional Field Office(s) with OPWDD over 130,000 individuals are supported through collaboration and engagement with over 700 voluntary providers, 6 State Operated Development Disabilities Service Operation Offices, and 7 Care Coordination Service Organizations. Region Field Office oversight encompasses 13 specific districts throughout NYS as noted below:
Regional Field Office 1 has oversight in Finger Lakes and Western NY
Regional Field Office 2 has oversight in Sunmount, Central NY, and Broome
Regional Field Office 3 has oversight in Capital, Taconic and Hudson Valley
Regional Field Office 4 has oversight in Manhattan/Bronx (Metro), Queens, Brooklyn and Staten Island
Regional Field Office 5 has oversight in Long Island
PRIMARY DUTIES AND RESPONSIBILITIES:
The successful candidate will assume responsibilities that will include, but not limited to:
• Create and maintain spreadsheets, set up and maintain organizational systems, prepare documents and reports, send letters and mailings, and schedule meetings for staff using Outlook calendars/Microsoft TEAMS. Provide phone coverage and data entry into TABS, CHOICES, SharePoint and CITRIX.
• Follow strict guidelines for documents and mailings pertaining to time-sensitive issues such as MOLST (end-of-life).
• Schedule meetings including internal meetings, meetings with counties and voluntary agencies, conference calls with OPWDD Central Office, meetings with Individuals and their families. Attend various Regional Office meetings to record and distribute minutes.
• Triage phone calls to appropriate staff within the Regional Office from individuals, families, voluntary agencies or CCO staff and others who call with questions or concerns.
• Communicate with key stakeholders, including administrative staff at various levels of the RO, Central Office, CCOs, and Voluntary Provider Agencies.
• Use of electronic platforms such as EXCEL, WORD, and Adobe Pro.
• Triage information that comes in via e-fax, fax, shared electronic mailboxes, CHOICES, and regular mail is required.
• Provide general support to Regional Office staff with weekly assignment of department phone coverage and mail sorting.
• Training and/or supervision of Regional Office clerical personnel.
• Additional duties may be assigned to assist in supporting Regional Office operations.
• Occasional travel may be required.
• Trainees will receive a combination of structured on-the-job training, and/or practical job performance knowledge and experience necessary to function at full performance level.
Selection Criteria:
• Possess excellent and professional communication, public speaking, writing and organizational skills.
• Ability to initiate and maintain working relationships with individuals served, families, advocates, community representatives, voluntary providers, DDRO and DDSOO agency staff.
• Computer knowledge and ability to maintain databases and monitoring systems.
• Ability to work independently and as part of a team as required
• Possess acceptable time and attendance work record
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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 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 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 accommodationrequests@opwdd.ny.gov 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 info@goer.ny.gov.
• 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.