Administrative assistant / trainee

NY HELP Yes

Agency People With Developmental Disabilities, Office for

Title Administrative Assistant 1/Trainee

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 11

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $51695 to $62447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 10%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Westchester

Street Address Hudson Valley DDRO Westchester Office

City Tarrytown

State NY

Zip Code 10591

Duties Description POSITION DESCRIPTION:Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. The Administrative Assistant 1 will work in the waiver unit and completes critical assignments that to move services and supports forward for individuals in line with the OPWDD mission: We help people with developmental disabilities lead richer lives.PRIMARY DUTIES AND RESPONSIBILITIES:- Respond to calls to the Regional Office 3 (Capital District, Hudson Valley and Taconic)- Answers the Front Door Info Line for eighteen counties within Region 3 and send a follow up e-mail to the identified rotation of Front Door Social Worker for them to further assist callers.- Perform clerical duties with sensitive time frames such as typing and mailing Notices of Decision for initial e-mod/waiver applicants as well as for service amendments, time-sensitive eligibility letters, respond to requests for data, upload supporting documentation to CHOICES, utilizing our SharePoint and TABS documentation, assigning SARTs in Choices, etc. -Perform other clerical duties to include but not be limited to: word processing, typing letters, completing filing, tracking document submissions, ordering supplies, scheduling rooms, scheduling meetings, WebEx capability and equipment, attend/take meeting minutes, printing and copying information as requested, preparing necessary equipment for meetings, entering time off requests, creating basic forms, submit Help Desk tickets and Work Requests, as needed, assisting the team, etc.- Assist with phone coverage for other Regional Office clerical support staff on a daily basis.- Other duties as assigned.Travel may be required on occasion for meeting or presentation.Linked In: #LI-JL2

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. ORCertification (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 QUALIFICATIONSCandidates must be reachable for appointment on the current Civil Service Eligible List for this title.70.1 TRANSFER QUALIFICATIONSBe 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: 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.

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 1 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: $44,391* - Administrative Assistant Trainee 2: $49,081* - Administrative Assistant 1: $51,695* - $62,447* 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.- For CSEA positions: Local Bidding Agreements will be honored.- 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 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 (518) 486-7222 or email [email protected] 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:° 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 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 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.*

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

Name Hudson Valley Human Resources

Telephone 845-947-6000, option 3, option 5

Fax 845-947-6189

Email Address [email protected]

Address

Street Hudson Valley DDSO Human Resources Dept.

P. O. Box 470, 7 Wilbur Rd

City Thiells

State NY

Zip Code 10984

Notes on Applying Please reference EOA # 25-165 in all correspondence when you submit cover letter and résumé.