Administrative Assistant 1/Trainee

NYS Office for People With Developmental Disabilities; New York (NY); Hybrid; USD 46,000 - 51,000; Full time

Benefits offered by this job

Paid holidays

Paid vacation leave

Paid personal leave

Paid sick leave

Health insurance

Job summary

NYS Office for People With Developmental Disabilities is seeking an Administrative Assistant with strong clerical and coordination skills in a state agency setting.

The role supports mail, document management, scheduling, and minute taking for meetings with provider agencies and stakeholders. Telecommuting is possible with supervisory approval, and training opportunities are provided.

Qualifications

• Six months of admin support experience for Trainee 1.
• One year of admin support experience for Trainee 2.
• Two years of admin support experience for Administrative Assistant 1.
• Two years of office software experience or a relevant credential.

Responsibilities

• Monitor shared mailboxes and enter information into tracking systems (SharePoint, MS Access, Excel).
• Answer phones, mail letters, sort/process mail, and maintain various listings for mail services.
• Assist staff in sending referral packets and coordinating meetings with providers.
• Upload documents into Choices and pull eligibility letters from TABS/CHOICES; scan to G-Drive.

Skills

Office software

Customer service

Business writing

Office administration

Phone handling

Education

Associate degree in office administration

IAAP Certified Administrative Professional

Tools

SharePoint

MS Access

Excel

Job description

The Administrative Assistant 1’s responsibilities include but not limited to:

• Monitoring shared mailboxes and entering information into various tracking systems including SharePoint, MS Access and Excel.
• Perform various clerical duties such as, but not limited to, answering phones, mailing letters, sort/process incoming or outgoing mails, and maintain various listings for mail service purposes.
• Assist staff, specifically RSTCs engaged in QRT, in sending out referral packets.
• Upload documents into Choices and pull eligibility letters from TABS and/or CHOICES. Scan and save documents to G-Drive and other locations, as applicable.
• Assist with coordination of events and meetings including scheduling and sending out meeting invites for calls with provider agencies and other stakeholders
• Assist with submitting letters and other documents for translation.
• Maintain, update, and correct files, correspondence, documents, and records materials pursuant to guidelines.
• Assist with SharePoint data entry and cleanup projects.
• Generate formal service offer letters, introduction letters, and other template letters, as appropriate.
• Enter completed DDP2 results into CHOICES.
• Assist with CMA tasks, as appropriate.
• Monitor DDP2 and CAS assessment expiration dates, maintain organized tracking of CAS and DDP2’s and provide administrative assistance with requesting assessments.
• Participate in provider agency meetings and take minutes to share with team.
• Perform other Housing Unit and RFO duties as requested.

Flexibility as needed to accommodate late meetings, travel and/or to complete special projects.

Some telecommuting available upon supervisory approval

LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all

Minimum Qualifications

OPEN COMPETITIVE QUALIFICATIONS:

The position may be filled at the Administrative Assistant Trainee 1 level equated to SG-8, Administrative Assistant Trainee 2 level equated to SG-10, or full performance Administrative Assistant 1 SG-11, based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship.

Administrative Assistant Trainee 1: 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: 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: 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.

OR

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

Competitive Minimum Qualifications

Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

70.1 Transfer Qualifications

Be eligible to transfer via Section 70.1 of Civil Service Law. Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND must have completed all required mandatory and elective coursework.** Administrative Assistant Trainee 1: Transfer: Candidates must have one year of permanent competitive or 55 b/c service in a title SG-6 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-8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework.** To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm

55 B/C QUALIFICATIONS:

• Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.
• Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary)
• Have a current Eligibility Letter from the NYS Department of Civil Service, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request.

Additional Comments:

• Appointments may also be made at the Administrative Assistant Trainee levels. Candidates hired at the entry-level title (Administrative Assistant Trainee 1) 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, G-11.

Salary range listed below encompasses the hiring rate of an Administrative Assistant Trainee 1 through the job rate of an Administrative Assistant 1.

• Administrative Assistant Trainee 1: $46,359*
• Administrative Assistant Trainee 2: $51,260*
• Amounts include Downstate adjustment ($4,150).
• If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee.
• 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.
• 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.
• If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at [phone] or email [e-mail] to obtain information and RA forms.
• Savings programs such as the U.S. Savings Bond and the College Savings Plan.
• Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employee's options to pay for uncovered health care expenses or dependent care expenses.
• Life insurance and Disability insurance.
• The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.
• Paid Holidays and Leave:

° Thirteen (13) paid holidays each year.

° Thirteen (13) days of paid vacation leave initially.

° Five (5) days paid personal leave each year.

° Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.

° Up to three (3) days professional leave each year to participate in professional development events.

• Health Care Coverage:
• Retirement Program:
• Professional Development and Education and Training:

Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.

Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.

• OPWDD is an Equal Opportunity/Affirmative Action employer dedicated 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.

***All people with disabilities are encouraged to apply.***