ADMINISTRATIVE ASSISTANT 1/TRAINEE - 24-764PK (NY HELPS) - StateJobsNY : Job Details

MINIMUM QUALIFICATIONS:Competitive Minimum Qualifications:Administrative Assistant 1:Candidates must be a current New York State employee reachable on the Administrative Assistant 1 eligible list. You must respond interested to the canvass when it is sent. Transfer:Candidates must have one-year permanent competitive service as an Administrative Assistant 1 or Secretary 1 and be eligible for lateral transfer to transfer under Section 70.1 of the Civil Service Law.ORCandidates must have one year of permanent competitive or 55b/c service ina title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory and elective coursework**. Administrative Assistant Trainee 1:Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.** Administrative Assistant Trainee 2: Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1of the Civil Service Law AND completion of all required mandatory coursework**. **Incumbents will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to Administrative Assistant 1, G-11. Candidates that are not currently incumbering or have not previously held a keyboard or secretarial title, will have to take and pass a typing proficiency exam to qualify for transfer.Non-Competitive Minimum Qualifications: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.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.**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: •Ability to manage changing priorities in a fast-paced office environment. •Strong organizational skills. •Attention to detail. •Excellent communication skills. •High proficiency with Microsoft Outlook, Word, Excel, and Access. •Strong knowledge of professional correspondence formatting. •Ability to proofread and edit all correspondence prepared for signature. •Desire to contribute to a team-oriented workplace. Duties Description POSITION DESCRIPTION: The Administrative Assistant 1 for the Transportation Department will provide office support to the department and customer service to OPWDD staff utilizing the Transportation Department.PRIMARY DUTIES AND RESPONSIBILITIESDuties include but not be limited to:••Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.•Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.•Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.•Uses various information technology applications such as email, database, spreadsheets and word processing applications.•Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.•Creates, maintains, and enters information into spreadsheets and databases.•Schedules appointments for vehicle maintenance fleet.•Assist in auditing Monthly Vehicle Log Sheets for fleet.•Completes forms in accordance with agency procedures.•Assist in maintaining fleet and fuel programs.•Scheduling of residential/office moves•Assist with necessary reports (MVA, Wex, AMS, ARI audits, Holman)•Manages and tracks all paperwork related to accidents involving NYS vehicles, including following up with the person in the accident. Verify paperwork is completed and submit to Fleet Management. •Assist with ordering parts and supplies for Garage and Transportation departments.•Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions. •Searches for information using various sources including the internet.•Mails various items including letters, and reports; and prepares packages and arranges for them to be shipped.•May take meeting minutes.LinkedIn: #LI-PK1 Additional Comments APPLICATION PROCEDURE: Submit cover letter and résumé by November 5, 2024, to: Human Resources Management Office 1200 East and West Road Building 1, West Seneca Campus West Seneca, NY 14224 E-Mail: [email protected] Fax: (716) ###-####Please reference the above EOA #24-764pk in all correspondence.Please note: •For CSEA positions: Local Bidding Agreements will be honored. •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 believes that they need a reasonable accommodation, they should contact the NYS OPWDD Workforce and Talent Management Central Office (518) ###-#### or Email at [email protected] to obtain information and RA forms. •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. •To be eligible for appointment and to maintain employment, you cannot be listed as an excluded individual or entity on any of the Federal and/or State Medicaid and Medicare exclusion lists (or excluded from any other Federal or Federally assisted program). If you are appointed and subsequently listed as an excluded individual or entity on any of these lists (or excluded from any other Federal or Federally assisted program), you may be terminated from your employment. •OPWDD is an Equal Opportunity/Affirmative Action Employer.•OPWDD is committed 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.Additional CommentsNY HELPS 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.•The assignment of PS&T employees will be made in accordance with any agreed upon Memorandum of Understanding between PEF and the local DDSO regarding the posting of job vacancies. •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 believes that they need a reasonable accommodation, they should contact the NYS OPWDD Workforce and Talent Management Central Office at (518) ###-#### or Email at [email protected] to obtain information and RA forms.NYS Offers Incredible Benefits!•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.Retirement ProgramParticipate 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 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 Some positions may require additional credentials or a background check to verify your identity.Name OPWDD Region 1 Western Office Telephone 716-###-#### Fax 716-###-#### Email Address [email protected] AddressStreet 1200 East and West Road City West Seneca State NY Zip Code 14224 Notes on Applying APPLICATION PROCEDURE: Submit cover letter and résumé by November 5, 2024, to: Human Resources Management Office 1200 East and West Road Building 1, West Seneca Campus West Seneca, NY 14224 E-Mail: [email protected] Fax: (716) ###-####Please reference the above EOA #24-764pk in all correspondence.