Administrative Assistant 1/Trainee

Position Description:

This position will work directly with the Deputy Director. The preferred candidate must have excellent organizational skills, ability to work well under pressure, good time management and possess knowledge of Microsoft Office Suite products and the Statewide Financial System (SFS).

Primary Duties and Responsibilities Not Limited to:

• Provide administrative support to the Deputy Director;
• Respond to questions regarding procedures and/or referring more complex questions to the appropriate person for response regarding the New York State OPWDD, Staten Island;
• Review incoming correspondence and gather information relating to the correspondence;
• A daily follow-up on correspondence requiring action or response is maintained to identify the follow-up date and location of files in appropriate date folders;
• Actively pursue response(s) to ensure timeliness and independently create and send memos to staff for input when the need to update various documents arises;
• Screen telephone calls received from individuals, staff, the public, vendors and personnel of other State agencies. Handle routine matters independently and refer others as appropriate;
• Prepare written drafts or directly respond to routine correspondence;
• Review outgoing correspondence, make suggestions to drafts prepared by others to ensure conformance with agency correspondence guidelines, and prepare final copy for approval;
• Schedule meetings on behalf of Deputy Director or designee and maintain their calendars;
• Transmit personnel-related matters and forms to appropriate staff;
• Attend weekly “HUDDLE” and take minutes;
• Make travel arrangements and process travel vouchers in SFS;
• Attend meetings, take minutes and distribute accordingly;
• Assist with and coordinate special events such as special friends, SEFA, Employee of the Year/DSP Week;
• Maintain and update files as necessary;
• Serve as “Timekeeper” for the Deputy Director’s TIMES review;
• Perform other duties as assigned.

LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all

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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.** 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: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm

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, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request.