Administrative Assistant 1/Trainee

Administrative Assistant 1

Primary Duties And Responsibilities:

Through the five Regional Field Office(s) with OPWDD over 130,000 individuals are supported through collaboration and engagement with over 700 voluntary providers, 6 State Operated Development Disabilities Service Operation Offices, and 7 Care Coordination Service Organizations. Region Field Office 4 oversight encompasses the 5 boroughs of New York City. 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

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.

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, and be able to provide it to the Human Resources Office upon request.