Administrative Specialist 1 / Trainee (NY HELPS) (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.
• Creating, maintaining, and entering information into spreadsheets and databases.
• 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.
• Using various information technology applications such as email, database, spreadsheets and word processing applications.
• 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.
• May supervise other clerical staff and provide training and orientation to new staff.
• Overseeing the Medical Records department (requests, filing, storage, etc.).
• Performing other job-related duties as assigned.

Minimum Qualifications

Permanent Qualifications:

Permanent status as an Administrative Specialist 1, G-18 and interested in reassignment; OR reachable for permanent appointment on the current Civil Service eligible lists for Administrative Specialist 1or Administrative Specialist Trainee 1/2; OR eligible for transfer under section 70.1 or 52.6 of the Civil Service Law.

Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer.

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 Specialist Trainee 1 (NS, Equated to SG-14) are:

Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.

Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience.

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

2.

The qualifications for Administrative Specialist Trainee 2 (NS, Equated to SG-16) are:

Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.

Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute for five years of specialized experience.

The qualifications for Administrative Specialist 1 (SG-18) are:

Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.

Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute five years of specialized experience; J.D. may substitute for six years of specialized experience.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

NOTE: Candidate(s) must be eligible and maintain eligibility for full and unconditional participation in the Medicaid and Medicare programs.

Failure to maintain Medicaid/Medicare eligibility will result in the termination of employment.