Administrative Assistant 1/Trainee

NYS Office for People With Developmental Disabilities; Thiells (NY); On-site; USD 52,000 - 64,000; Full time

Job summary

The NYS Office for People With Developmental Disabilities is seeking an Administrative Assistant 1 to support the Human Resources Office with staffing activities and general office operations.

Duties include answering phones, greeting visitors, processing mail, maintaining calendars, scheduling interviews, and supporting hiring events.

Qualifications

• Two years of experience in administrative support or related duties.
• Proficiency with office software (email, word processing, spreadsheets).
• Experience providing customer service and professional business writing.
• Ability to maintain organized files and records.

Responsibilities

• Answers telephone and provides information; transfers calls as needed.
• Greets visitors and directs inquiries to the appropriate staff.
• Opens and routes mail; handles routine inquiries.
• Maintains scheduling and event calendars; coordinates appointments.
• Manages paper and electronic mailing systems and org files.
• Supports hiring events and collects required documentation.

Skills

Administrative support

Office software

Customer service

Business writing

Office administration

Education

IAAP Certification

Associate degree in office administration

Job description

Duties Description

As an Administrative Assistant 1, you would perform tasks which fall into four broad categories: communication, coordination, organization, and records maintenance. Within these categories, the Administrative Assistant 1 would perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency.

The incumbent will be assigned to the Human Resources Office and under the direction of the Human Resources Specialist 2 will be responsible for a full range of staffing activities, including but not limited to;

• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.


• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.


• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.


• Tracks and coordinates assignments.


• Manages paper and electronic mailing systems.


• Uses various information technology applications such as email, database, spreadsheets and word processing applications.


• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.


• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.


• Helps coordinates conferences, meetings, or special events.


• Completes forms in accordance with agency procedures.


• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.


• Locates and attaches appropriate files to incoming correspondence requiring replies.


• Manages projects or contributes to committee or team work.


• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be distributed


• Creates conference or event materials such as flyers or invitations.


• May supervise other clerical staff and provide training and orientation to new staff.


• Processing for new employees.


• Scheduling EHS appointments for potential candidates.


• Assisting at Hiring Events with greeting candidates.


• Collecting required documentation, and general assistance.


• Maintain organized systems for filing for employee history files, candidate applications, prospective employee folders.


• Typing various correspondence.


• Scheduling interviews, meetings, and tests.


• Reviewing outgoing/in-coming correspondence and reports to determine their significance.


• Receive and prepare responses to letters, calls and visitors concerning program policies and inquiries.


• Prepare reports using various programs, research background information, transmit instructions, and conduct follow-up.


• Assists Administrators by conducting background checks for new employees.


• Maintains various spreadsheets using various programs.


• Maintain employee files.


• Other duties as assigned.

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

SELECTION CRITERIA

• Management reserves the right to determine the number of qualified candidates to be interviewed.


• Preference will be given to individuals with experience in the above-mentioned areas.


• At the time of offer, you must be ready to accept or decline the position.


• Occasional travel required, so must possess a valid driver's license and reliable transportation.

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: $44,625*


• Administrative Assistant Trainee 2: $49,260*


• Administrative Assistant 1: $52,006* - $64,467*


• Amounts include Downstate adjustment ($4,000).


• 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.


• 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:

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.***