Administrative Assistant 1/Trainee

NYS Office for People With Developmental Disabilities; Thiells (NY); Hybrid; USD 46,000 - 65,000; Full time

Benefits offered by this job

None

Job summary

NYS Office for People with People With Developmental Disabilities (OPWDD) seeks an Administrative Assistant 1 in the Hudson Valley Bureau to support financial benefits and entitlements processing. The role includes supervising staff, managing data entry in Medicaid-related systems, and ensuring timely records and eligibility processing for OPWDD services.

Responsibilities include coordinating with voluntary agencies, preparing critical reports, and maintaining confidential information in

Qualifications

• Two years of administrative support experience with office software (email, word processing).
• Completion of training programs may advance trainees to higher levels.
• Experience with customer service, business writing, and office administration.

Responsibilities

• Supervise staff and coordinate time and attendance reviews.
• Oversee data entry and transactions in Medicaid systems.
• Maintain records (physical and electronic) for eligibility and benefits.
• Generate reports monitoring income and Medicaid eligibility.
• Use email, databases, spreadsheets and word processing tools.
• Operate office equipment and arrange repairs as needed.
• Track and coordinate project work.

Skills

Data entry

Database learning

Phone triage

Team collaboration

Verbal & written communication

Organizational skills

Multi-tasking

HIPAA compliance

Crystal Reports

TABS/CHOICES

WMS / eMedNY / ePACES

Education

Associate degree or IAAP Certification (or equivalent)

Tools

TABS

CHOICES

Crystal Reports

WMS

eMedNY

ePACES

Job description

Duties Description

The Office for People with Developmental Disabilities (OPWDD) Division of Fiscal Policy & Management is seeking a person to work as an Administrative Assistant 1 (AA 1) in the Hudson Valley Bureau of Financial Benefits & Entitlements Assistance & Management (FBEAM). The AA 1 is part of the FBEAM team responsible for securing Medicaid, Medicare, SNAP (food stamps), Supplemental Security Income, Social Security and other benefits for the individuals residing in state operations.

Duties include but are not limited to:

• Supervising subordinate state and contract staff, acting as the team supervisor for the support staff in the local office, including orientation, training and time and attendance reviews.
• Overseeing subordinate staff's daily data entry and transactions in TABS, various Medicaid and other systems so that individuals' benefits will pay for OPWDD services provided by both state and voluntary agencies.
• Supervising staff to ensure records (both physical and electronic) are timely and correctly maintained so that individuals served by OPWDD can obtain and/or maintain financial benefit eligibility.
• Working critical reports that monitor income and Medicaid eligibility for individuals residing in State Operations.
• Using various information technology applications such as email, database, spreadsheets and word processing applications.
• Operating office equipment such as printers, scanners, and copiers; and arranging for repairs when equipment malfunctions.
• Tracking and coordinating projects as assigned.
• Coordinating DDRFOs' and local DSS offices' processing of Medicaid applications for Under 18 at Home HCBS Waiver Program.
• Overseeing processing and completion of applications from the voluntary agencies to OPWDD as Medicaid D98.
• Assisting voluntary agencies with routine billing and benefits questions.

Telecommuting to be discussed at Interview. OPWDD's telecommuting policy allows telecommuting up to 50%.

PREFERRED QUALIFICATIONS

• ability to perform data entry accurately and promptly- ability to perform data entry accurately and promptly
• ability to learn new databases and proprietary computer systems
• ability to triage telephone (and shared mailbox) contacts
• ability to work well with others, including those with developmental disabilities, in an office environment
• professional verbal and written skills
• strong organizational and planning skills
• ability to prioritize and multi-task
• ability to maintain confidentiality of all information and follow HIPPA guidelines
• previous experience with Crystal Report Designer
• previous experience with TABS/CHOICES
• previous experience with WMS, eMedNY, ePACES, or other NYS OTDA/Medicaid systems

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

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.

At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.

• 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*
• Administrative Assistant 1: $53,991* - $65,226*
• 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.
• 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.
• Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).
• 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 employees options to pay for uncovered health care expenses or dependent care expenses.
• Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.
• 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:
• 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:
• 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.
• Retirement Program:
• Participate in The NYS Employees' Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in the nation.
• Professional Development and Education and Training:
• NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. For more information, please visit https://oer.ny.gov/training-and-professional-development.
• Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit https://oer.ny.gov/public-service-workshops-program-pswp.
• 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.***