Administrative Assistant/Administrative

StateJobsNY; Alaska; On-site; USD 40,000 - 48,000; Full time

Benefits offered by this job

Free parking

Job summary

StateJobsNY is seeking an Administrative Assistant/Administrative Assistant Trainee 1/2 to support the Deputy Medicaid Inspector General in the DSUR. The role involves data entry in FACTS, managing case information, and coordinating with contractors.

Candidates should have experience in office software, customer service, and business writing. A two-year traineeship leads to Administrative Assistant 1, with paid progression and opportunities in NY state government.

Qualifications

• Six months of administrative support experience or more, including office software usage.

Responsibilities

• Enter information into OMIG case management systems (FACTS).
• Track cases in spreadsheets/databases and ensure follow-up.
• Photocopy, scan and file case information.
• Maintain OMIG SharePoint and the unit mailbox.
• Coordinate meetings with contractors and OMIG staff.
• Assist with research of Medicaid updates and regulations.
• Assist with vetting providers and targeting for new projects.

Skills

Data entry

Customer service

Microsoft Office

Business writing

Office administration

Education

Associate's degree in office administration

Tools

FACTS

SharePoint

Excel

Job description

Administrative Assistant/Administrative Assistant Trainee 1/Trainee 2

2026-08-28 StateJobsNY all cities,AK

Description: Administrative Assistant

The Administrative Assistant will report directly to the Deputy Medicaid Inspector General (DMIG) in the Division of System Utilization and Review (DSUR).

Duties Description

• Entering information into OMIG case management systems (ie FACTS);
• Tracking of cases on spreadsheets/databases to ensure appropriate follow up occurs;
• Photocopying of case information;
• Scanning of cases into the OMIG computer system and SharePoint;
• Maintaining Bureau's SharePoint (this is the biggest task for both positions)
• Maintaining unit mailbox
• Set up weekly, monthly, and on-site meetings with the contractor
• Coordinate communication between OMIG staff and the contractor
• Filing of information/documentation;
• Research Medicaid Updates, Provider Manuals, and Medicaid Regulation for current and future projects
• Assist with vetting providers
• Assist with targeting for new projects
• Serve as liaison with contract staff and OMIG staff
• Other duties as assigned.

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NYHELPS). Non-Competitive Minimum Qualifications Under the NY HELPS Program:

Administrative Assistant Trainee 1 (starting salary $40,391): 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.

Administrative Assistant Trainee 2 (starting salary $45,081): 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.

Administrative Assistant 1 (starting salary $47,695): 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's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

Transfer

Candidates must have permanent status as an Administrative Assistant 1 (formerly Secretary 1), Grade 11, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law to the Administrative Assistant 1 title; OR be eligible to transfer via Section 70.1 of the Civil Service Law into the trainee levels (Administrative Assistant Trainee 1 or 2). In order to be eligible for a 70.1 transfer, candidates must have one year of permanent competitive or 55b/c service in a qualifying Grade 6 to 13 title.

Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.

A two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, was approved effective October 31, 2019. Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in 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 Administrative Assistant 1, G-11. Appointments will be dependent upon qualification of candidates selected.

Additional Comments

FREE PARKING

The Office of the Medicaid Inspector General is proud to be an equal opportunity employer. We encourage those with unique backgrounds and contributions such as 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 to apply.

We provide reasonable and religious accommodations for any part of the application and hiring process. If you have a disability or special need that requires accommodation, please send a request to [e-mail].

Some positions may require additional credentials or a background check to verify your identity.