Position Information

NY HELPYes

AgencyHealth, Department of

TitleAdministrative Assistant 1 / Trainee 1 / Trainee 2 (NY HELPS) -78033

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $42209 to $61076 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Office of Health Insurance Programs/Division of Medical and Dental Directors//Bureau of Children with Medical Complexities

99 Washington Avenue

City Albany

StateNY

Zip Code12260

Job Specifics

Duties Description The Administrative Assistant 1 is in Office of Health Insurance Programs, within the Division of Medical & Dental Directors, in the Children with Medical Complexities Bureau which provides support for four bureaus. In the Division of Medical and Dental Directors - The Bureau of Medical Review, The Bureau of Dental Review, The Medical Indemnity Fund (MIF) Bureau, and Children with Medical Complexities Bureau. This position will act as administrative support for the bureau’s functions, including operational support, division-wide bureau manual review, project management, SharePoint updates and maintenance, shared mailbox monitoring, and other administrative duties as assigned. The position would support coordination of information across the Division.
Primary Duties are as Follows: Assist with day-to-day operations including acting as a liaison between the different bureaus of DMDD, scheduling meetings, and document meeting minutes to track key information and action items; Review and finalize bureau manuals and fee schedules as part of the core ORM review team. Support DMDD staff in the annual revisions and updating of policy and procedure code manuals throughout DMDD Bureaus; Assist assigned staff with coordinating, organizing, and follow-up on projects.
Support DMDD staff with various projects through the bureaus. Assist with updating project trackers and tasks for various projects throughout the division.
Use of available resources, tools, and software for tracking and cataloging information such as SharePoint Lists; Standardize SharePoint site structures and naming rules. Perform yearly audits to keep the platform clean and organized; Serve in a primary/backup role for monitoring the Operations and Regulatory Management Unit Support shared mailbox as well as support administrative side of the bureau to monitor division-wide shared mailboxes.

Minimum Qualifications Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, SG-11, OR; Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to SG-6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.

Provisional Appointment: * In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications: Be a current NYS Department of Health employee with one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to SG-6 or higher. Qualifying titles are available at https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

*In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet Provisional appointment minimum qualifications. Provisional candidates must apply and take the next Civil Service examination offered for this title and must be reachable on the resulting eligible list to maintain employment. If three or fewer New York State Department of Health (DOH) promotional candidates respond to this notice, the agency may, at its discretion, nominate a qualified employee for non-competitive promotion (NCP) under the provisions of Section 52.7 of the 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. 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.

Substitution: Certification (e.g., IAAP Certified Administrative Professional) o rassociate’s degree in office administration, secretarial science,administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Note:
Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to SG-8 or SG-10), or Administrative Assistant 1, SG-11, depending on the qualifications of the candidate.

Preferred Qualifications: Experience with Microsoft Suite with emphasis on Teams and SharePoint. Good written and oral communication, organizational skills, and attention to detail.

Additional Comments This position requires daily use of Microsoft Suite as well as Teams and SharePoint.

When reviewing qualifications, omissions and vagueness cannot be interpreted in the candidate’s favor. Candidates are responsible for providing accurate and clear descriptions of their experience demonstrating how they meet the minimum qualifications.

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...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.Reasonable.Accommodation@health.ny.gov to make a request.

The NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.

For new State employees appointed to graded positions, the annual salary is the hiring rate of the position (beginning of the salary range). 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.

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

How to Apply

Name Human Resources Management Group, CD/AA1/78033

Telephone 518-486-1812

Fax 518-473-3395

Email Address resume@health.ny.gov

Address

Street Corning Tower, Empire State Plaza, Room 2217

City Albany

State NY

Zip Code 12237

 

Notes on ApplyingPlease submit your resume and cover letter as one (1) document, preferably in PDF format, by email to resume@health.ny.gov, with Reference CD/AA1/78033 included in the subject line or by mail to Human Resources Management Group, CD/AA1/78033, Rm 2217, Corning Tower Building, Empire State Plaza, Albany, NY 12237-0012, or by fax to (518) 473-3395. Failure to include the required information may result in your resume not being considered for this position.