Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
TitleAdministrative Assistant 1 (Formerly Secretary 1) OR Administrative Assistant Trainee 1 and Trainee 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $41130 to $50405 Annually
Minimum Qualifications MINIMUM QUALIFICATIONS:
Administrative Assistant 1:
Candidates must be a current New York State employee reachable on the Secretary 1 eligible list.
Transfer:
Candidates must have one-year permanent competitive service as an Administrative Assistant 1 or Secretary 1and be eligible for lateral transfer to transfer under Section 70.1 of the Civil Service Law.
OR
Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory and elective coursework**.
Administrative Assistant Trainee 1:
Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.**
Administrative Assistant Trainee 2:
Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework**.
**Incumbents 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 Administrative Assistant 1, G-11.
Candidates that are not currently incumbering, or have not previously held a keyboard or secretarial title, will have to take and pass a typing proficiency exam to qualify for transfer.
Preferred Qualifications:
• Ability to manage changing priorities in a fast-paced office environment.
• Strong organizational skills.
• Attention to detail.
• Excellent communication skills.
• High proficiency with Microsoft Outlook, Word, Excel and Access.
• Strong knowledge of professional correspondence formatting.
• Ability to proofread and edit all correspondence prepared for signature.
• Desire to contribute to a team-oriented workplace.
Duties Description POSITION DESCRIPTION:
The Administrative Assistant 1 will provide support to the Division of Service Delivery, Bureau of Assessment Oversight and Coordination (BAOC), while performing a wide variety of tasks to maintain efficient workflow within BAOC Operations across the state.
PRIMARY DUTIES AND RESPONSIBILITIES:
• Responding to correspondence, work independently to ensure all written correspondence are received/logged and answered appropriately.
• Answering and directing assessment related calls- including calls from parents/family members. Self-advocates, not for profit agencies, and DDRO/DDSO staff across the entire state. All calls go through this office to ensure they are appropriately relayed to the staff that can best provide the answer to their questions.
• Organize and coordinate administrative activities- the incumbent will be responsible to help organize the scheduling of supervisor’s and bureau leadership staff daily responsibilities, including running the tracking and billing system (TABS) and Uniform Assessment System reports (UAS-NY), scheduling meetings, and keeping track of assessor time off and travel.
• Prepare reports and spreadsheets for the leadership - the incumbent will help maintain the assessor caseload reports which are critical to maintaining assessor assignments, Quality Assurance reviews of completed assessments, and various tracking reports as necessary.
• Input quality survey reviews received – Receive and log responses for all assessment surveys for monthly reporting.
• Track assessors travel across the state.
• Schedule meetings and send out assessment operations notifications - Incumbent will send out notification of scheduled meetings as received.
• Take minutes during bureau meetings - Incumbent will be responsible for disseminating an agenda, taking attendance and, once approved, dissemination of meeting minutes to participants.
• Review calendars for bureau leadership - Incumbent will ensure bureau leadership III are reminded of upcoming events and provide necessary back up.
Additional Comments Please note:
• 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.
Email Address opwdd.sm.COrecruitment@opwdd.ny.gov
Address
44 Holland Avenue
Notes on ApplyingSALARY: $41,130- $50,405 (Administrative Assistant 1)
$34,831 (Administrative Assistant Trainee 1)*
$38,875 (Administrative Assistant Trainee 2)*
Submit cover letter and résumé by January 21, 2020. Please reference the above EOA # 2020-05 in all correspondence.