Administrative Assistant 1 (NY HELPS) - 90863

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

Benefits offered by this job

Holiday & Paid Time Off

Pension from NYS Employees’ Retirement

Health care options

Shift & Geographic pay differentials

Job summary

The New York State Department of Health seeks an Administrative Assistant 1 to support the Dietary Department. You will maintain dietary records, collect updates, print labels, and adjust menus to match diet orders and nutrition needs, while assisting with the Continuous Quality Improvement program.

The role requires background in administrative support, customer service and office software; training progression from Trainee 1 to Trainee 2 or full-time Assistant 1 is available.

Qualifications

• Six months of experience in administrative support, including use of office software and customer service.
• One year of experience to advance to the Administrative Assistant Trainee 2 level.
• Substitution: an associate degree can substitute for two years of experience.

Responsibilities

• Maintain dietary records and collect residents' dietary updates and preferences.
• Print labels and tray tickets and update resident menus per diet orders.
• Relay diet information to dietary staff and support the CQI program.
• Transmit orders for new admissions, diet or room changes.

Skills

Customer service

Office software

Word processing

Education

Associate degree in office administration or related

Tools

Microsoft Office

Job description

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.

Description

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.

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
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone [phone] or email [e-mail] to make a request.

NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.