Administrative assistant

Duties Description

Under the general direction of the Administrative Specialist 1, the Administrative Assistant 2 assists the Administrative Specialist 1 and the Administrative Assistant 1 in providing support for the Director, Deputy Director and staff of ARD. As directed by the Administrative Specialist 1, the Administrative Assistant 2 is responsible for:

• Providing secretarial and administrative support functions for Director and Deputy Director.
• Proofread and train other staff to proofread proposed memorandum of decisions (PMOD) for workers' compensation claims prepared by Writers before such PMODs are sent to the Team Leader for approval, paying close attention that the format and citations are in accordance with Office of General Counsel Bulletin 2008-01A, "Legal Documents and Decisions of the Board: Citations, Signals, and Formats," and Office of General Counsel Bulletin 2009-01, "Memorandum of Decision by Board Panel." PMODs should be proofread within 48 business hours of submission of the work request by the writer and the writer either notified there are no corrections or provided with a hard or electronic copy of the PMOD showing the corrections.
• Prepare correspondence from handwritten copy or as instructed; draft routine correspondence to staff and other bureaus regarding assignments and meetings; follow-up on correspondence.
  
  

Perform a variety of clerical and administrative tasks, including filing, copying and faxing. Provide added support to additional ARD staff as requested or needed. Operate and maintain office copier and fax machine on a daily basis; place service calls as needed.

• Utilize software applications such as Word, Excel, PowerPoint, database management, Adobe Professional and CIS in the performance of duties.
• Back-up for ARD phone coverage – Answering calls for the ARD main telephone number, as well as the Director's direct phone line.
• Back-up for processing electronic and physical mail; Open, sort, date stamp and prioritize mail on a daily basis (intra/inter-agency, USPS, FedEx, etc.) received in ARD and distribute as appropriate.
• Assist the Administrative Assistant 1 with maintaining a list of needed supplies, and under the direction of the Administrative Specialist 1, order supplies as needed per the Board's standardized office procedures.
• Assist with the clerical coordination of the WCB CLE Program, including, as necessary, scheduling the room, informing Staff Development of the CLE schedule, announcing upcoming CLEs, distributing the materials and certificates for each CLE, proctoring CLEs, monitoring the CLE email inbox to process Affirmations and evaluations, issue CLE certificates, maintain all documentation electronically, and prepare yearly report.
• Assist with tasks relating to hiring new ARD staff, and completing spreadsheets for new hires, ARD employee moves, and ARD employees who leave the Board.
• Assist with the timely tracking of all performance evaluations for the ARD consisting of approximately 60 employees.
• Assist Senior Examiners with form letters and the filing and mailing of approved and signed MODs.
• Assist the Administrative Specialist 1 and/or the Administrative Assistant 1 with obtaining the signatures of the Board Panel on Memorandums of Decision regarding disability benefits and workers' compensation discrimination claims, filing the signed decisions, and mailing the decisions to the parties.
• Assist the Administrative Specialist 1 and/or the Administrative Assistant 1 with preparing and maintaining schedules for the Director of ARD, such as schedule of telecommuters, time and attendance, and staff listings.
• Provide Team Leaders with CIS Reports relevant to the Team Leader.
• Post redacted EBRB-1 and EBRB-2 decisions for external publication.
• Monitor and respond to requests for audio files for Board hearing minutes, from parties.
• Attend biweekly Team Leader meetings.
• Assist with travel arrangements and create and submit travel expense reports for staff.
• Assist the ARD Examining Team with requests for audio recordings; ensure proper monitoring and responses to requests for audio recordings of Board hearings.
• Assist staff with WCB Discrimination cases.
• Assist the Administrative Specialist 1 and/or the Administrative Assistant 1 with managing physical evidence, including tracking receipt, distribution to appropriate writer and/or Team Leader, and return of physical evidence and updating the physical evidence database.
• Provide back-up to the Office of General Counsel/Legal Affairs with phone coverage and administrative duties, as needed.
• Perform other duties as directed by the Administrative Specialist 1, Deputy Director and/or the Director.
• As necessary, participate in "Special Projects" as requested for ARD.
• Must complete all mandatory training courses by the deadline date as published in each training announcement.
  
  

Minimum Qualifications

Candidates must be reachable on the appropriate Civil Service eligible list.

OR

Candidates must have one year permanent or 55 b/c service in a title designated as appropriate for transfer in accordance with 70.1 of the Civil Service Law.

Additional Comments

Please Note: This position requires both in-office and remote work. A hybrid telecommuting schedule can be discussed with the hiring manager during the interview.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

Holiday & Paid Time Off

• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.
  
  

Health Care Benefits

• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.
  
  

Additional Benefits

• Public Service Loan Forgiveness (PSLF).
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Eligibility for various life insurance options.
• Access to NY 529 and NY ABLE College Savings Program
• Flexible Spending Program, which allows employees to set aside pre-tax payroll deductions for eligible health care and dependent care expenses.
  
  

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

The Workers’ Compensation Board (Board) is an equal opportunity employer. The Board does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, or other applicable legally protected characteristics. The Board is dedicated to eliminating injustices and ensuring diversity in our workforce so we can better serve our staff and create a space where all feel safe to be themselves. To help meet those goals, we encourage applicants from marginalized communities to apply. We are looking for candidates who are committed to working in and contributing to an environment that fosters a sense of belonging, as well as inclusion, and celebrates people of all backgrounds, identities, experiences, and perspectives.

We are happy to provide reasonable accommodations during the hiring process. If you have a disability or special need that requires a reasonable accommodation, please send a request to [email protected].