Review Vacancy
AgencyWorkers' Compensation Board
TitleAdministrative Assistant 1 / Trainee 1/2 (NY Helps), WCB Item #1371
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $58447 Annually
Duties Description Under the general direction of the Administrative Specialist 1, the Administrative Assistant 1 assists the Administrative Specialist 1 and the Administrative Assistant 2 in providing support for the Director, Deputy Director and staff of ARD. As directed by the Administrative Specialist 1 an/or the Administrative Assistant 2, the Administrative Assistant 1 is responsible for the following:
• Process 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.
• Primary for ARD phone coverage-Answering calls for the ARD main telephone number, as well as the Director's direct phone line.
• Assist the Administrative Assistant 2 with proofreading 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 2008-0lA, "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.
• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with maintaining a list of needed supplies, and under the direction of the Administrative Specialist 1 and/or the Administrative Assistant 2, order supplies as needed per the Board's standardized office procedures.
• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 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 the timely tracking of all performance evaluations for the ARD consisting of approximately 60 employees
• 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 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 2 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 2 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.
• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 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.
• Perform other duties as directed by the Administrative Specialist 1, Administrative Assistant 2, 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 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 (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
Position may be filled at the Administrative Assistant Trainee level. Appointment title will be dependent upon qualifications of candidate selected.
NON COMPETITIVE MINIMUM QUALIFICATIONS
Administrative Assistant Trainee 1, Starting Salary $40,391:
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, Starting Salary $45,081:
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, Starting Salary $47,695:
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.
*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.
55 B/C QUALIFICATIONS
Individuals certified eligible for the 55b/c program under the Governor’s Program to Hire Persons/Veterans with Disabilities pursuant to Section 55b/c of the Civil Service Law will also be considered. To be considered, you must meet the minimum qualifications and provide a copy of your letter of eligibility with your response.
Candidates must meet the non-competitive minimum qualifications listed above.
Promotion:
Candidates must be a qualified employee of New York State and have had one year of permanent, competitive service in a title as follows:
Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), Keyboard Specialist 1, Keyboard Specialist 1 (Spanish Language), Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Law Department Document Specialist, Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, Office Assistant 1 Keyboarding, Office Assistant 1 Keyboarding (Chinese Language), Office Assistant 1 Keyboarding (Spanish Language), Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), or Senior Data Entry Machine Operator
*Trainees will be required to complete four mandatory courses the first year of traineeship and four elective courses in 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, SG-11
TRANSFER QUALIFICATIONS:
Candidates must have one year of permanent competitive or 55 b/c service in a title designated as appropriate for transfer in accordance with Section 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 officeofgeneralcounsel@wcb.ny.gov.
Some positions may require additional credentials or a background check to verify your identity.
Address
328 State Street
Notes on ApplyingQualified candidates should send a letter of interest and resume which lists your actual Civil Service title, salary grade and specific verifiable information as to how you meet the minimum qualifications to be eligible to apply for this position. Please send your application to HRM@WCB.ny.gov (email applications are preferred). It is important that you reference the WCB Item #1371 in the subject line of your email to ensure receipt of your application. (Please do not reference the Vacancy ID No.)