Administrative Assistant 1 (NY HELPS) - 90863

State of New York - Health, Department of - Veterans Home at Montrose; Montrose (NY); On-site; USD 44,000 - 62,000; Full time

Benefits offered by this job

Holiday & Paid Time Off

Public Service Loan Forgiveness (PSLF)

Pension from NYS Employees Retirement

Job summary

Agency Health, Department of - Veterans Home at Montrose is seeking an Administrative Assistant 1 to manage dietary records, update menus, and print labels for resident meals. The role supports the dietary staff by relaying diet information and ensuring correct nutrition orders are followed.

The position involves operating office equipment, preparing event materials, and maintaining quality improvement processes.

Qualifications

• Two years of experience in administrative support using office software (email, word processing, etc).
• Experience providing customer service and business writing.
• Preferred: experience with dietary software such as Meal Tracker.

Responsibilities

• Maintain dietary records and resident dietary updates and food preferences.
• Print labels and tray tickets; update resident menus per diet orders.
• Relay resident diet information to dietary staff and coordinate with nutrition team.
• Transmit orders electronically for new admissions, diet or room changes.
• Operate office equipment and arrange repairs when needed; create event materials (flyers/invitations).

Skills

Customer service

Office software usage

Business writing

Education

High School diploma or equivalent

Tools

Dietary software (Meal Tracker)

Job description

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Agency Health, Department of - Veterans Home at Montrose

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 11

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $44391 to $62447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Variable

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Westchester

Street Address DOH/NYS Veterans Home at Montrose

2090 Albany Post Road

City Montrose

State NY

Duties Description The Administrative Assistant 1, Grade 11, will ensure the efficient operation of the Dietary Department by performing the following administrative tasks: Maintain dietary records and collecting residents dietary updates and food preferences; updating residents nourishment information and printing labels and tray tickets; updating and adjusting resident menus in compliance with diet order and nutritional requirements; relaying residents diet information to dietary staff; maintain the Continuous Quality Improvement program by identifying problems, alerting supervisors, and recommending corrective action; electronically transmitting orders for all new admissions, diet or room changes; operating office equipment and arranging for repairs when equipment malfunctions; and creating event materials such as flyers or invitations.

Minimum Qualifications Reassignment: Current New York State Veterans Home at Montrose employee with permanent, contingent-permanent or 55-b/c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.

Transfer: 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 or above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant 1 or Administrative Assistant Trainee.

Promotion Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. Candidate must be a current New York State Veterans Home at Montrose employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see https://www.cs.ny.gov/announarchive/search/).

If there are fewer than 3 interested qualified individuals in the direct-line lower-level internal promotion field, the appointing authority may make a NY HELPS appointment of any qualified individual, that meets the minimum qualifications below:

Administrative Assistant Trainee 1, NS - Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2, NS - One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

Administrative Assistant 1, Gr. 11 Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualifications: The preferred candidate will have experience working with dietary software and databases (E.g. Meal Tracker)

Additional Comments One permanent, competitive, or non-competitive (NY HELPS), or provisional full-time appointment.

Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

Non-Competitive Promotion (NCP): If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made for a non-competitive promotion (NCP) pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the New York State Veterans Home at Montrose and have one year of permanent competitive service as a Office Assistant 2 (Keyboarding) or Office Assistant 2 (Keyboarding – Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm)

A two-year traineeship leading to Administrative Assistant 1, Grade 11, is in effect. If placed at a trainee level, trainees 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 the Administrative Assistant 1, Grade 11.

The posted salary range ($44,391 - $62,447) includes a $4,000 Downstate Adjustment.

This position is part of the NYS HELPS program. No examination is required.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System