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Review Vacancy

Date Posted 04/10/18

Applications Due04/19/18

Vacancy ID51332

AgencyPeople With Developmental Disabilities, Office for

TitleSecretary 1

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $39396 to $48623 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Schenectady

Street Address OPWDD Capital District DDSO

500 Balltown Road

City Schenectady

StateNY

Zip Code12304

Minimum Qualifications

OFFICE/REGION: Capital District DDSO

DIVISION/DEPARTMENT: Division of Workforce and Talent Management/Human Resources Office

LOCATION: 500 Balltown Road
Schenectady, New York 12304

SHIFT/PASS DAYS: 9:00 AM to 5:00 PM
Saturday/Sunday pass

PRIMARY DUTIES AND RESPONSIBILITIES:

The duties of Secretary 1 will include, but not be limited to, the following:

The incumbent of this position will serve as the personal secretary to the Associate Director of Human Resources; assist the Human Resources Specialists with typing and formatting of documents and function as the lead support staff for the office.

• Track Performance evaluations. Verify employees’ performance evaluation dates are correct. Update information in TIMES and forward supervisors prepped evaluation forms for completion.
• Receive requests via e-mail and telephone for employment verifications. Process request and maintain excel spreadsheet to track. Retain documentation in PH File.
• Types appointment letters, and prepares probationary reports.
• Take minutes at meetings as requests/required
• Order and maintain office supplies.
• Format and type memos, letters, and other documents using MS Word
• Develop and/or update spreadsheets using MS Excel
• Create organization charts using electronic software
• Maintain the Director’s calendar
• Organize meetings
• Screen the Director’s calls
• Open and distribute office mail
• Track assignments the Director makes to staff
• Scan and fax documents and review timesheets for Director
• Provide support to the Human Resources Specialists
• Knowledge of or willingness to learn other software, such as Power Point
• Special Projects as assigned

Prefer someone with:
• Ability to work independently, act discreetly and exercise good judgment
• The ability to use a variety of automated software programs
• Very good oral and written communications skills
• Positive attitude and the ability to work well with others in a busy, fast-paced environment with many demands

MINIMUM QUALIFICATIONS:
• In title Secretary 1, SG-11
or
• Eligible for 70.1 transfer by way of current permanent status in a title deemed comparable to a Secretary 1 by the Department of Civil Service.

Duties Description PRIMARY DUTIES AND RESPONSIBILITIES:

The duties of Secretary 1 will include, but not be limited to, the following:

The incumbent of this position will serve as the personal secretary to the Associate Director of Human Resources; assist the Human Resources Specialists with typing and formatting of documents and function as the lead support staff for the office.

• Track Performance evaluations. Verify employees’ performance evaluation dates are correct. Update information in TIMES and forward supervisors prepped evaluation forms for completion.
• Receive requests via e-mail and telephone for employment verifications. Process request and maintain excel spreadsheet to track. Retain documentation in PH File.
• Types appointment letters, and prepares probationary reports.
• Take minutes at meetings as requests/required
• Order and maintain office supplies.
• Format and type memos, letters, and other documents using MS Word
• Develop and/or update spreadsheets using MS Excel
• Create organization charts using electronic software
• Maintain the Director’s calendar
• Organize meetings
• Screen the Director’s calls
• Open and distribute office mail
• Track assignments the Director makes to staff
• Scan and fax documents and review timesheets for Director
• Provide support to the Human Resources Specialists
• Knowledge of or willingness to learn other software, such as Power Point
• Special Projects as assigned

Prefer someone with:
• Ability to work independently, act discreetly and exercise good judgment
• The ability to use a variety of automated software programs
• Very good oral and written communications skills
• Positive attitude and the ability to work well with others in a busy, fast-paced environment with many demands

Additional Comments ADDITIONAL QUALIFICATIONS:

• Family and household member relationships: OPWDD policy may impact eligibility for this position. Employees are responsible for recognizing the relationship and not posting for positions where it would be a concern. Before you apply read Section 120.27 of the Region 3 Policy Manual. Please e-mail ODHPRSNL if you have you need help determining if this policy applies to you.
• CAPA: Must be cleared by the NYS Central Register for Child Abuse and Maltreatment, if position requires working with minors and not previously cleared.
• All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.
• Please note: Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume/cover letter.

ADDITIONAL INFORMATION:
• If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer.

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

Name Capital District DDSO HR Office

Telephone 518-388-1843

Fax 518-370-7536

Email Address odh.personnel@opwdd.ny.gov

Address

Street Capital District DDSO

500 Balltown Road

City Schenectady

State NY

Zip Code 12304

 

Notes on ApplyingAPPLICATION PROCEDURE: Interested candidates should submit a cover letter detailing how you meet the minimum qualifications and should fax a current resume to the Capital District DDSO Human Resources Office. Please provide your social security number for service certification and transfer eligibility determination process. Please be sure to reference #18-070 on your resume:
Capital District DDSO
Amy Link, Human Resources Specialist 2
Building 1
500 Balltown Road
Schenectady, New York 12304
Phone: 518-388-1843
Fax: 518-370-7536
Email: ODH.PERSONNEL@opwdd.ny.gov

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