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Administration, 9 Wilbur Road
Minimum Qualifications • Must be a current state employee and permanent in the title of Secretary 2.
• Must be active and reachable on the appropriate Civil Service eligible list for Secretary 2.
• Must be eligible for 70.1 transfer by way of current permanent status in a title deemed comparable by the NYS Department of Civil Service to the title of Secretary 2.
NOTE: Provisional Appointments will only be considered if there are insufficient in-Title and/or Civil Service List Candidates.
MINIMUM QUALIFICATIONS FOR CURRENT STATE EMPLOYEES:
*You must be a qualified employee of New York State and have had three months permanent competitive or 55-b/55-c service as follows:
Secretary 1, Secretary 1 (Spanish Language), Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Keyboard Specialist 3, Examination Composition Assistant, Law Department Document Specialist, or Senior Data Entry Machine Operator.
• Management reserves the right to determine the number of qualified candidates to be interviewed.
• Preference will be given to individuals with experience in the above mentioned areas.
• At the time of offer, you must be ready to accept or decline the position.
Duties Description Principal administrative support to the Deputy Director of the DDRO as well as DDRO Coordinator of Community Support Services and the Coordinator of Community Development and Funding: Successful candidate will perform the full range of secretarial duties typically required in this occupation.
• Open, review, sort and distribute mail in accordance with staff assignments.
• Review incoming correspondence & reports to determine their significance and refer to the appropriate staff person.
• Answer telephone, respond to questions concerning policy or procedures & refer calls to appropriate staff member for very technical information.
• Prepare responses to letters concerning program, policies & procedures for supervisor’s signature.
• Review outgoing correspondence for grammatical usage, clarity, factual correctness, compliance with policy, program information & conformance to instructions. Ensure that appropriate background material is attached.
• Maintain and update active directories of stakeholder contact information and distribution lists
• Design, set-up & maintain files (including electronic) of correspondence/documents, code and file material, search for requested material & periodically purge obsolete material for storage in records center or for disposal.
• Schedule meetings and maintain calendars.
• Make travel arrangements & prepare travel vouchers.
• Arrange conferences; assemble & coordinate background materials for meetings & conferences. Attend such conferences & prepare a summary of the meeting’s conclusions or agreed upon courses of action.
• Transmit instructions from supervisor to appropriate staff orally, in writing or electronically & follow-up to see that instructions are followed & deadlines are met.
• Prepare reports using statistical and narrative information. This may require the use of a variety of software packages in order to obtain necessary data.
• Organize the flow of paper in the office.
• Develop, maintain and update office procedure manuals.
• Review forms used by the organizational units, suggest changes & draft new forms.
• Orient staff to office & agency procedures.
• May supervise staff to include interviewing & hiring office clerical staff, assigning work, identifying training needs, train subordinates in office procedures & keyboarding techniques, reviewing work to insure compliance with instructions, & evaluating the quality & quantity of work produced.
• Coordinate the request and issuing of new equipment (computers and telephones) and computer access for all new employees to the Regional Office
• Track Regional Office Requests to fill vacant positions
• Facilitate and or track workflows by Front Door teams (Levels of Care and or Notices of Decision). Upload information as needed per individual to the OPWDD CHOICES system.
• Facilitate the assignment of and Track Regional Office responses to Central Office Correspondences and Infoline requests
• Maintain inventory & requisition office supplies.
• Other duties as assigned appropriate to the title.
Additional Comments APPLICATION PROCEDURE: Submit cover letter and résumé by June 19, 2018 to:
DDRO 3 – Hudson Valley
Human Resources Department
P.O. Box 470
7 Wilbur Road
Thiells, NY 10984
Phone: 845-947-6000, option 3, option 5
Please reference the above EOA # in all correspondence.
• 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.
• All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.
• 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
• OPWDD IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
Some positions may require additional credentials or a background check to verify your identity.