Administrative Assistant 1 / Trainee

Administrative Assistant 1 / Trainee

Agency : People With Developmental Disabilities, Office for

Occupational Category : Clerical, Secretarial, Office Aide

Salary Grade : 11

Bargaining Unit : ASU - Administrative Services Unit (CSEA)

Salary Range : From $51,695 to $62,447 Annually

Employment Type : Full-Time

Appointment Type : Permanent

Jurisdictional Class : Competitive Class

Travel Percentage : 10%

Workweek : Mon-Fri

Hours Per Week : 37.5

Workday : From 8 : 30 AM to 4 : 30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County : Westchester

Street Address : Hudson Valley DDRO Westchester Office, 220 White Plains Road

City : Tarrytown

State : NY

Zip Code : 10591

Duties Description

Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. The Administrative Assistant 1 will work in the waiver unit and completes critical assignments that to move services and supports forward for individuals in line with the OPWDD mission : We help people with developmental disabilities lead richer lives.

PRIMARY DUTIES AND RESPONSIBILITIES :

• Respond to calls to the Regional Office 3 (Capital District, Hudson Valley and Taconic)
• Answers the Front Door Info Line for eighteen counties within Region 3 and send a follow up e-mail to the identified rotation of Front Door Social Worker for them to further assist callers.
• Perform clerical duties with sensitive time frames such as typing and mailing Notices of Decision for initial e-mod / waiver applicants as well as for service amendments, time-sensitive eligibility letters, respond to requests for data, upload supporting documentation to CHOICES, utilizing our SharePoint and TABS documentation, assigning SARTs in Choices, etc.
• Perform other clerical duties to include but not be limited to : word processing, typing letters, completing filing, tracking document submissions, ordering supplies, scheduling rooms, scheduling meetings, WebEx capability and equipment, attend / take meeting minutes, printing and copying information as requested, preparing necessary equipment for meetings, entering time off requests, creating basic forms, submit Help Desk tickets and Work Requests, as needed, assisting the team, etc.
• Assist with phone coverage for other Regional Office clerical support staff on a daily basis.
• Other duties as assigned.
• Travel may be required on occasion for meeting or presentation.

Minimum Qualifications

The position may be filled at the Administrative Assistant Trainee 1 level equated to SG-8, Administrative Assistant Trainee 2 level equated to SG-10, or full performance Administrative Assistant 1 SG-11, 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 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.

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.

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. OR Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website.