Clerical/Admin - Administrative Assistant

Duties Description Provide administrative support to the Director of Advocacy and other advocacy staff. Manage office shared mailbox and triage incoming emails, inquiries, and requests. Schedule meetings, coordinate Director of Advocacy calendar and prepare meeting materials. Draft correspondence, meeting notes, reports and other documents. Maintain tracking systems and follow up with ITS if needed to troubleshoot. Generate reminders for required follow‑up activities. Assist with scheduling peer support activities, trainings, and meetings. Support onboarding and administrative needs of peer support staff. Provide organizational support to the entire Office of Advocacy. Coordinate travel arrangements, including hotel reservations and transportation. Process travel requests and reimbursement documentation. Complete inventory of advocacy brochures and materials. Assist with implementation of new systems, processes, and initiatives. LinkedIn: Minimum Qualifications OPEN COMPETITIVE: The position may be filled at the Administrative Specialist Trainee 1 level (SG‑14), Administrative Specialist Trainee 2 level (SG‑16), or full performance Administrative Specialist 1 (SG‑18), 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 Specialist Trainee1: Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Administrative Specialist Trainee2: Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Administrative Specialist1: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Substitutions: an associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience. Candidates must be reachable for appointment on the current Civil Service Eligible List for this title. Transfer: Candidates must have one year of permanent competitive, non‑competitive, or 55‑b/c status in the posted title and be eligible for lateral transfer; or be eligible to transfer via Section70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades. 55B/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, 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 Specialist Trainee levels. Candidates hired at the entry‑level title (Administrative Specialist Trainee1) may be advanced to the full‑performance level (Administrative Specialist1) following satisfactory completion of two‑years of service. Salary range listed below encompasses the hiring rate of an Administrative Specialist Trainee1 through the job rate of an Administrative Specialist1. Administrative Specialist Trainee1: $56,655 Administrative Specialist Trainee2: $63,180 Administrative Specialist1: $67,119 – $83,286 If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section70.1 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. Employees on long‑term leave can bid on positions but must be able to report to work within fourteen days and be able to perform the essential functions of their positions with or without reasonable accommodation. Employees who need a reasonable accommodation should contact the Reasonable Accommodation Unit at View phone number on click.appcast.io or email View email address on click.appcast.io. Benefits Paid Holidays and Leave: Thirteen paid holidays each year. Paid vacation leave initially: Thirteen days. Paid personal leave: Five days each year. Paid sick leave: Thirteen days each year (PEF/CSEA), which may carry over. Professional leave: Up to three days each year to participate in professional development events. Health Care Coverage Employees and 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 NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. Visit for more information. 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. Visit for more information. Equal Opportunity 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. 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. #J-18808-Ljbffr