Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
TitleAdministrative Specialist 1 / Trainee 1 or 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $70139 to $87034 Annually
Duties Description Under the direction of the Anti Discrimination Investigations Unit (ADID) Team Leader & Assistant Manager, the Administrative Specialist 1 work independently to coordinate all support activities for the ADID Team staff, as well as provide direct secretarial and administrative support for the Manager/Assistant Manager. The incumbent will also be responsible for the day-to-day office operations.
Duties include but are not limited to:
- Provide professional administrative support to the ADID Team Leader & Assistant Manager.
- Prepare relevant reports related to program activity through data collection.
- Prepare routine email correspondence.
- Set and manage deadlines and responses to correspondence for timely production of reports and notices. Follow-up with appropriate parties as needed to ensure completion.
- Administer communication by responding to routine questions fielded through phone calls and emails in a professional manner. Responsible for referring more complex and technical questions to appropriate staff members.
- Manage team calendars, schedule meetings and appointments as necessary, as well as resolve any schedule conflicts. Function as the primary contact for Biweekly Team's meeting arrangement.
- Accompany Team Manager/Assistant Manager to meetings as needed.
- Serve as purchasing agent, procure services, supplies, and work orders following Statewide Financial Service (SFS) Guidelines.
- Design, set up, and maintain data storage systems including paper and electronic files for Team staff and keep shared computer files up-to-date and organized. Retrieve material from these systems as required by staff. Periodically purge obsolete material for storage in records center or for disposal.
- Open, review, and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail if necessary. Monitor responses due and follow-up with staff to ensure timely replies.
- Ensure coordination of special mail pick-up and deliveries with Mail and Supply staff.
- Resolve day to day operational issues including troubleshooting phone and computer issues.
Preferred qualifications:
- Highly proficient in the use of Microsoft Office including Excel and Powerpoint.
- Excellent organizational, interpersonal, customer service and written communication skills.
- Ability to work as part of a team and independently.
- Ability to deal with multiple priorities and competing deadlines.
- Attention to detail a must.
Telecommuting options to be discussed during the interview.
LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all
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Minimum Qualifications OPEN COMPETITIVE:
The position may be filled at the Administrative Specialist Trainee 1 level equated to SG-14, Administrative Specialist Trainee 2 level equated to SG-16, or full performance Administrative Specialist 1 SG-18, based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship.
Administrative Specialist Trainee 1:
Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Administrative Specialist Trainee 2:
Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Administrative Specialist 1:
Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Substitutions:
An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
COMPETITIVE:
Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.
TRANSFER:
Candidates must have one year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm.
55 B/C QUALIFICATIONS:
• Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.
• Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary).
• Have a current Eligibility Letter from the NYS Department of Civil Service, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request.
Additional Comments This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.
At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.
• Appointments may also be made at the Administrative Specialist Trainee levels. Candidates hired at the entry-level title (Administrative Specialist Trainee 1) may be advanced to the full-performance level (Administrative Specialist 1) following satisfactory completion of two-years of service.
Salary range listed below encompasses the hiring rate of an Administrative Specialist Trainee 1 through the job rate of an Administrative Specialist 1.
• Administrative Specialist Trainee 1: $59,204
• Administrative Specialist Trainee 2: $66,023
• Administrative Specialist 1: $70,139 - $87,034
• If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee.
• Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume.
• 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.
• 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. For more information on PSLF, please visit www.studentAid.gov/publicservice.
• Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).
• If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at (518) 486-7222 or email accommodationrequests@opwdd.ny.gov to obtain information and RA forms.
• Savings programs such as the U.S. Savings Bond and the College Savings Plan.
• Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses.
• Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.
• Life insurance and Disability insurance.
• The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.
• Paid Holidays and Leave:
° Thirteen (13) paid holidays each year.
° Thirteen (13) days of paid vacation leave initially.
° Five (5) days paid personal leave each year.
° Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
° Up to three (3) days professional leave each year to participate in professional development events.
• Health Care Coverage:
Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.
• Paid Parental Leave:
Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.
• Retirement Program:
Participate in The NYS Employees’ Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in the nation.
• Professional Development and Education and Training:
NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. For more information, please visit https://oer.ny.gov/training-and-professional-development.
• Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit https://oer.ny.gov/public-service-workshops-program-pswp.
• OPWDD is an Equal Opportunity/Affirmative Action employer dedicated to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation and beliefs.
***All people with disabilities are encouraged to apply.***
Some positions may require additional credentials or a background check to verify your identity.