Administrative Assistant 1 (Blaisdell ATC)

The incumbent will be responsible for administrative duties for the Director, Assistant Director, and facility. Duties include, but are not limited to:

• Providing administrative support to the program.
• Filing, setting up and maintaining filing systems and ensuring confidentiality of sensitive personnel records.
• Completing reports such as Metro Card, Incident Report Log, and other relevant databases.
• Preparing correspondence, drafting responses and preparing routine letters and memoranda.
• Maintaining calendars; coordinating and scheduling meetings and making arrangements for meeting space, conference call, videoconference or WebEx.
• Making travel arrangements.
• Answering and directing telephone calls.
• Tracking and timely completion of the staffs’ annual performance evaluations and probationary reports while maintaining confidentiality at all times.
• Receiving, opening, reviewing and distributing all incoming mail.
• Covering the functions of the front desk.
• Functioning as the liaison with OASAS Office of Human Resources Management for all newly hired staff and completion of all needed documents, including orientation.
• Liaison with the host psychiatric center to process purchasing requests for the facility, as well as following up physical plant repairs that are needed for health and safety purposes.
• Ensuring that office supplies for the facility are regularly inventoried and ordered as needed for all staff.
• Utilizing the SFS system for necessary purchases, receiving, staff travel, etc., and other tasks as assigned.
• Operating office equipment such as fax, copiers, computers and phone system and train staff on the use.
• Preparing for monthly meetings and record minutes.
• May coordinate work orders and other related tasks.
• Overseeing the Medical Records department (requests, filing, storage, etc.).
• Performing other job-related duties as assigned

Minimum Qualifications

Permanent Qualifications:

Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*

*Trainees 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.

Ny Helps

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Non-Competitive Minimum Qualifications:

To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.

The qualifications for Administrative Assistant Trainee 1 are:

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.

Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee

2.

The qualifications for Administrative Assistant Trainee 2 are:

One year of experience in administrative support, which includes the use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

The qualifications for Administrative Assistant 1 are:

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’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.