Administrative Assistant 1 (NY HELPS) – 59569

The duties that the incumbent of the vacancy will be expected to perform. Duties Description Daily tasks such as sorting and opening mail, answering phone calls from the public and other government agencies regarding investigations, handling any visitors, and assisting with all other clerical tasks as needed; Review incoming correspondence and draft responses where appropriate, review outgoing correspondence to check for correct spelling and proper grammar, ensures that OPMC policies are followed; Draft template letters based on prior outlined investigative plans; Tracks and coordinates assignments; Sets up and manages paper and electronic filing systems; Use various information technology applications such as email, databases, spreadsheets, Sharepoint and word processing applications, as well as data entry into databases and Microsoft Office applications; Operates office equipment such as printers, scanners, and copiers, and work with Operations and Fiscal units to arrange for repairs when equipment malfunctions; Creates, maintains, and enters information into spreadsheets; Maintain and coordinate scheduling of meetins or other conferences, as well as assisting with technological needs during meetings and conferences; Completes forms in accordance with agency procedures; Scanning of various documents such as medical records, quality assurance files, and others to be saved in electronic format, place them in proper files, and distributes them to appropriate staff; Locates and attaches appropriate files to incoming correspondence requiring replies; Composes, types and distributes meeting notes and correspondence; Transmit instructions to staff and conduct follow-up; Maintain office filing systems (including electronic); Transferring data to flash drives, writeable disks and databases including confidential medical records, for consultant reviews; other duties as requested by OPMC management.

The minimum qualifications required for this vacancy. Minimum Qualifications Permanent Transfer Candidates: Current NYS Department of Health employee with one year of permanent or contingent-permanent, competitive, service as an Administrative Assistant 1, SG11 OR current NYS employee with one year of permanent or contingent-permanent, competitive, service and able to transfer into the position under Section 70.1 of the NYS Civil Service Law.

Non-Competitive Candidates via NY HELPS:

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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualifications: Working knowledge and experience with Microsoft Word, Excel and Access, good organizational skills and attention to detail, ability to work on multiple tasks within a given day, excellent customer service and telephone skills, dependable.

Additional comments regarding the vacancy. Additional Comments This position is part of the NYS HELPS program. No examination is required.

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

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more…

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

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more…

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

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