Administrative Specialist 1/Trainee 1/Trainee 2 (NY HELPS)

Administrative Specialist

The Administrative Specialist will report directly to the Deputy Medicaid Inspector General in the Division of Medicaid Investigations. The duties of the position will include, but may not be limited to:

• Assist Division staff with scheduling appointments, arranging meeting space, preparing reports and other documents.
• Answer telephone, respond to questions concerning policy or procedures, and refer calls to appropriate staff.
• Prepare charts, spreadsheets and reports to support division operations.
• Maintain electronic files, databases, tracking systems and other organization systems.
• Review Division documents for quality and consistency in connection with those needing review and/or issuance by the Deputy Medicaid Inspector General (DMIG).
• Review and maintain Division records related to employee onboarding, permissible access to systems, personnel records, and offboarding.
• Manage the issuance and audit process for external systems and draft and maintain policies and procedures related to these functions.
• Manage investigator equipment, including issuance and tracking of inventory.
• Manage DMIG related travel, book travel arrangements, submit travel requests and complete expense reports.
• Liaising with Executive staff, Human Resources, Operations Management, and other internal departments as indicated.
• Ensures all DMI performance evaluations are completed and filed in a timely fashion.
• Maintenance of files in accordance with Bureau record retention requirements.
• Assist AMIG and DMIG on ad hoc reports, including weekly DMI reports as requested by the AMIG or DMIG.
• Support the daily activities of the DMIG and DMI as well as special projects.

Preferred Qualifications:

• Proficient in Microsoft Office Suite and Adobe PDF. Knowledge of SharePoint is a plus.
• Must have strong organizational, proofreading, verbal and interpersonal skills, the ability to multitask, demonstrate attention to detail, and the ability to maintain professionalism in a fluid, busy environment.
• Experience and interest in working with spreadsheets and data reporting is also preferred.

Minimum Qualifications:

To be considered for appointment through NY HELPS, candidates must meet the open-competitive minimum qualifications for this position.

Appointment to the Trainee 1 level requires:

• Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program; OR
• Associate's degree AND two years of experience; OR
• Bachelor's degree

Advanced placement to the Trainee 2 or Grade 18 level may be possible depending on education and experience.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualifications and removal from consideration.

Competitive Minimum Qualifications:

• Current New York State Employee with one year or more of permanent or contingent-permanent competitive service, or 55 b/c service as a Medicaid Integrity Specialist 1; OR current New York State employee with one year or more of permanent or contingent-permanent service or 55 b/c service in a qualifying title and eligible for transfer under section 70.1, 70.4 or 52.6 of the Civil Service Law.

Depending on qualifications, you may be required to serve a 1 or 2-year traineeship that leads to the full level grade 18 position.