StateJobsNY
Administrative Assistant 1/Trainee - Development Unit - 2025-167
StateJobsNY, New York, New York, United States, 10001
Administrative Assistant 1
The Office for People With Developmental Disabilities (OPWDD) provides high-quality, person-centered services, supports, and advocacy to approximately 136,000 individuals with developmental disabilities in New York State. We are guided in our interactions with the people we serve and each other by compassion, dignity, diversity, excellence, and honesty. The Development Unit is responsible for the development of all voluntary operated residential and day services in NYC. This unit is responsible for all aspects of the development process for all NYC Voluntary Operated programs including, but not limited to residential and day services. In addition, this position is necessary to fulfill OPWDD initiatives including placement of individuals aging out of residential schools and individuals on OPWDD's Emergency Needs list. The Development Unit's Administrative Assistant 1 plays a critical role within the Development Unit's operation. The Office for People With Developmental Disabilities (OPWDD) Division of Service Delivery Regional Offices seeks an Administrative Assistant 1 is to answer questions from provider agencies and to refer inquiries as necessary. As an Administrative Assistant 1, the expected job responsibilities are keyboarding, data entry, chart compilation or arrangement, or tasks involving keyboarding into computerized systems. Primary Duties And Responsibilities: Interact in person and by telephone, and handle and/or refer inquiries concerning work activities and projects. Monitor daily the Development Unit mailbox and Certificate of Need mailbox. Log the entries in their corresponding tracker, notify the assigned Development Coordinator, create a new folder for the project and save the initial email. Organizing and maintaining files in the Development file room. Request, retrieve and return files from the Capital Finance File room. Submit Fair Market Request to the Real Property Unit. Participate in meetings and complete required trainings. Assist in projects when information is needed to be verified in our TABS or CHOICEs applications. Run reports from our TABS or CHOICES applications. Prepare a variety of reports, documents, spreadsheets and correspondence using Word and Excel software. Scanning and processing documents using a desktop scanner and maintaining electronic files of scanned documents. Perform general office support or clerical duties (order supplies, mail, maintenance of office machines and equipment, etc.) Other tasks, as needed, in support of Regional Field Office 4. Open Competitive 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. Competitive Minimum Qualifications: Candidates must be reachable for appointment on the current Civil Service Eligible List for this title. Transfer Qualifications: Be eligible to transfer via Section 70.1 of Civil Service Law. Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND must have completed all required mandatory and elective coursework. Administrative Assistant Trainee 1: Transfer: Candidates must have one year of permanent competitive or 55 b/c service in a title SG-6 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-8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework. 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. Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $40,391 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $45,081) leading to Administrative Assistant 1, Grade 11 salary $47,695. A Downstate adjustment of $4,000 will be added to all salaries. Trainees 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 the Administrative Assistant 1, G-11. 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. 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 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.
The Office for People With Developmental Disabilities (OPWDD) provides high-quality, person-centered services, supports, and advocacy to approximately 136,000 individuals with developmental disabilities in New York State. We are guided in our interactions with the people we serve and each other by compassion, dignity, diversity, excellence, and honesty. The Development Unit is responsible for the development of all voluntary operated residential and day services in NYC. This unit is responsible for all aspects of the development process for all NYC Voluntary Operated programs including, but not limited to residential and day services. In addition, this position is necessary to fulfill OPWDD initiatives including placement of individuals aging out of residential schools and individuals on OPWDD's Emergency Needs list. The Development Unit's Administrative Assistant 1 plays a critical role within the Development Unit's operation. The Office for People With Developmental Disabilities (OPWDD) Division of Service Delivery Regional Offices seeks an Administrative Assistant 1 is to answer questions from provider agencies and to refer inquiries as necessary. As an Administrative Assistant 1, the expected job responsibilities are keyboarding, data entry, chart compilation or arrangement, or tasks involving keyboarding into computerized systems. Primary Duties And Responsibilities: Interact in person and by telephone, and handle and/or refer inquiries concerning work activities and projects. Monitor daily the Development Unit mailbox and Certificate of Need mailbox. Log the entries in their corresponding tracker, notify the assigned Development Coordinator, create a new folder for the project and save the initial email. Organizing and maintaining files in the Development file room. Request, retrieve and return files from the Capital Finance File room. Submit Fair Market Request to the Real Property Unit. Participate in meetings and complete required trainings. Assist in projects when information is needed to be verified in our TABS or CHOICEs applications. Run reports from our TABS or CHOICES applications. Prepare a variety of reports, documents, spreadsheets and correspondence using Word and Excel software. Scanning and processing documents using a desktop scanner and maintaining electronic files of scanned documents. Perform general office support or clerical duties (order supplies, mail, maintenance of office machines and equipment, etc.) Other tasks, as needed, in support of Regional Field Office 4. Open Competitive 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. Competitive Minimum Qualifications: Candidates must be reachable for appointment on the current Civil Service Eligible List for this title. Transfer Qualifications: Be eligible to transfer via Section 70.1 of Civil Service Law. Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND must have completed all required mandatory and elective coursework. Administrative Assistant Trainee 1: Transfer: Candidates must have one year of permanent competitive or 55 b/c service in a title SG-6 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-8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework. 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. Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $40,391 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $45,081) leading to Administrative Assistant 1, Grade 11 salary $47,695. A Downstate adjustment of $4,000 will be added to all salaries. Trainees 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 the Administrative Assistant 1, G-11. 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. 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 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.