Review Vacancy
TitleAdministrative Assistant 1/ Trainee 1 or 2 - 46028
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $46306 to $56743 Annually
Street Address Center for Health Care Facility Planning Licensure, and Finance
ESP, Corning Tower, rm 1805
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: Strong verbal communications skills. Ability to handle multiple tasks. Good organizational skills and the ability to work independently. Experience with Inter-Trac,Seeker, Webex, Outlook, Microsoft Word, and Excel.
Duties Description The Administrative Assistant 1 position will provide direct assistance to the Center Director and Deputy Director. Duties include but not limited to the following:
• Oversee the Executive Deputy Commissioner Clearance (EDCC) process for all OPCHSM; use the OPCHSM tracking system for those letters that do not go through EDCC process.
• Use NYSECON to review SEQR (State Environmental Quality and Review) forms from CONs to determine SEQR type to fill and upload forms accordingly. Upload to NYSECON once Director approved.
• Use NYSECON to review A/E Self Certifications for CONS, make sure they are filled out accordingly and signed by appropriate channels.
• Assign Executive Correspondence (ECUs) in the OPCHSM section of InterTrac.
• Management of Directors’ calendars and scheduling a high volume of meetings with health care providers, consultants, and other stakeholders, as well as internal meetings with Department staff.
• Point of contact for setting up web-based meetings, in person meetings, interviews for the Executive Office and the Division of Finance as well as conference calls for staff.
• Answering the main center phones, taking messages when appropriate and directing incoming calls to the appropriate bureaus.
• Developing and maintaining databases and tracking systems, such as tracking the materials received from outside agencies or tracking bureau leave requests.
• Assign Certificate of Needs (CONs) in NYSCON.
• Update architect’s spreadsheets in the CONS section in Teams using CONSTAT for the Bureau of Architecture and Engineering Review.
• Update and compile DASNY letters for the Director of the Division of Finance.
• Receive CON modifications from DASNY to determine contingency need, fill and upload to NYSECON.
• Formatting documents in Microsoft Word, PowerPoint, and Excel as needed.
• Other administrative functions including the monitoring shared email accounts and drafting professional responses, answering phones, referring calls, and answering inquiries, maintaining executive calendars.
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...
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 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
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resource Management Group
Email Address resume@health.ny.gov
Address
Street Corning Tower, Empire State Plaza, Room 2217
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 PC/AA1/46028 included in the subject line or by mail to Human Resources Management Group, PC/AA1/46028, 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.