New York State Workers' Compensation Board
Administrative Assistant 1/ Administrative Assistant 1 Trainee 1/2 (NY HELPS), W
New York State Workers' Compensation Board, Schenectady, New York, United States
Administrative Assistant 1/ Administrative Assistant 1 Trainee 1/2 (NY HELPS), WCB Item #1371
Responsibilities
Process electronic and physical mail; open, sort, date‑stamp and prioritize mail on a daily basis, then distribute as appropriate.
Primary phone coverage – answer calls for the ARD main telephone number and the Director’s direct line.
Proofread proposed memorandum of decisions (PMOD) for workers’ compensation claims to ensure format and citations comply with Office of General Counsel Bulletin 2008‑01 and 2009‑01, and provide correct or corrected copies within 48 business hours.
Prepare correspondence from handwritten copies or as instructed; draft routine letters to staff and other bureaus; follow‑up on correspondence.
Perform clerical tasks such as filing, copying, and faxing; operate and maintain the office copier and fax machine.
Use software applications (Word, Excel, PowerPoint, database management, Adobe Professional, CIS) to complete duties.
Assist with supply inventory, list of needed supplies, and ordering supplies per Board procedures.
Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with clerical coordination of the WCB CLE Program – including scheduling rooms, informing Staff Development, announcing CLEs, distributing materials and certificates, proctoring CLEs, monitoring the CLE email inbox, processing affirmations and evaluations, issuing certificates, and preparing yearly reports.
Track performance evaluations for ~60 ARD employees.
Assist with hiring tasks – spreadsheets for new hires, employee moves, and departures.
Assist Senior Examiners with form letters and the filing/mailing of approved and signed MODs.
Assist with obtaining signatures from the Board Panel on MoDs, filing signed decisions, and mailing decisions to parties.
Assist with preparing and maintaining schedules for the Director of ARD (telecommuters, time and attendance, staff listings).
Provide Team Leaders with CIS reports relevant to the Team Leader.
Assist with managing physical evidence – tracking receipt, distribution to writers or Team Leaders, returning evidence, and updating the physical evidence database.
Perform other duties as directed by the Administrative Specialist 1, Administrative Assistant 2, Deputy Director, or Director.
Participate in “Special Projects” as requested for ARD.
Must complete all mandatory training courses by the deadlines published in each training announcement.
Minimum Qualifications
Candidate must be reachable on the appropriate Civil Service eligible list.
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, it may be filled via a non‑competitive appointment; all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), NY HELPS employees will have their non‑competitive status converted to competitive status with no examination.
Position may be filled at the Administrative Assistant Trainee level; appointment title will depend on candidate qualifications.
Administrative Assistant Trainee 1
– Starting Salary $40,391: Six months of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration. Must successfully complete a 12‑month training and development program to advance to Trainee 2.
Administrative Assistant Trainee 2
– Starting Salary $45,081: One year of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration. Must successfully complete a 12‑month training program to advance to the full level without further examination.
Administrative Assistant 1
– Starting Salary $47,695: Two years of experience in administrative support, including use of office software, customer service, business writing, and/or office administration. Certification (e.g., IAAP Certified Administrative Professional) or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
55 B/C Qualifications
Individuals certified eligible for the 55 b/c program under the Governor’s Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 b/c of the Civil Service Law will also be considered. To be considered, applicants must meet the minimum qualifications and provide a copy of their letter of eligibility with their response.
Promotion
Applicants must meet the non‑competitive minimum qualifications listed above.
Qualified employees of New York State with one year of permanent, competitive service in specified titles are eligible as outlined.
Completion of required mandatory and elective courses is required for promotion to Administrative Assistant 1, SG‑11.
Transfer Qualifications
Candidate must have one year of permanent competitive or 55 b/c service in an appropriate title as designated for transfer in accordance with Section 70.1 of the Civil Service law.
Additional Comments
This position requires both in‑office and remote work. A hybrid telecommuting schedule can be discussed with the hiring manager during the interview.
We offer a work‑life balance and a generous benefits package, including holiday and paid time off, health‑care benefits, and additional benefits such as Public Service Loan Forgiveness and retirement plans.
Benefits Holiday & Paid Time Off
Thirteen (13) paid holidays annually.
Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
Five (5) days of paid personal leave annually.
Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
Annual professional leave and educational leave opportunities for eligible staff.
Health Care Benefits
Eligible employees and dependents may choose from a variety of affordable and generous health insurance programs.
Family dental and vision benefits at no additional cost.
Additional Benefits
Public Service Loan Forgiveness (PSLF).
Enrollment in New York State pension system and optional retirement defined contribution plan with 8 % salary match (eligibility applies).
NYS Deferred Compensation and exclusive 403(b) Optional Retirement Savings Plan.
Paid parental leave for all employees and paid family leave (M/C only).
Eligibility for various life insurance options.
Access to NY 529 and NY ABLE College Savings Program.
Flexible Spending Program for eligible health‑care and dependent‑care expenses.
Equal Opportunity Employment The Workers’ Compensation Board (Board) is an equal‑opportunity employer. The Board does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy‑related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, or other applicable legally protected characteristics. The Board is dedicated to eliminating injustices and ensuring diversity in our workforce so we can better serve our staff and create a space where all feel safe to be themselves. We encourage applicants from marginalized communities to apply. We are looking for candidates who are committed to working in and contributing to an environment that fosters a sense of belonging, as well as inclusion, and celebrates people of all backgrounds, identities, experiences, and perspectives.
We are happy to provide reasonable accommodations during the hiring process. If you have a disability or special need that requires a reasonable accommodation, please send a request to officeofgeneralcounsel@wcb.ny.gov.
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Process electronic and physical mail; open, sort, date‑stamp and prioritize mail on a daily basis, then distribute as appropriate.
Primary phone coverage – answer calls for the ARD main telephone number and the Director’s direct line.
Proofread proposed memorandum of decisions (PMOD) for workers’ compensation claims to ensure format and citations comply with Office of General Counsel Bulletin 2008‑01 and 2009‑01, and provide correct or corrected copies within 48 business hours.
Prepare correspondence from handwritten copies or as instructed; draft routine letters to staff and other bureaus; follow‑up on correspondence.
Perform clerical tasks such as filing, copying, and faxing; operate and maintain the office copier and fax machine.
Use software applications (Word, Excel, PowerPoint, database management, Adobe Professional, CIS) to complete duties.
Assist with supply inventory, list of needed supplies, and ordering supplies per Board procedures.
Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with clerical coordination of the WCB CLE Program – including scheduling rooms, informing Staff Development, announcing CLEs, distributing materials and certificates, proctoring CLEs, monitoring the CLE email inbox, processing affirmations and evaluations, issuing certificates, and preparing yearly reports.
Track performance evaluations for ~60 ARD employees.
Assist with hiring tasks – spreadsheets for new hires, employee moves, and departures.
Assist Senior Examiners with form letters and the filing/mailing of approved and signed MODs.
Assist with obtaining signatures from the Board Panel on MoDs, filing signed decisions, and mailing decisions to parties.
Assist with preparing and maintaining schedules for the Director of ARD (telecommuters, time and attendance, staff listings).
Provide Team Leaders with CIS reports relevant to the Team Leader.
Assist with managing physical evidence – tracking receipt, distribution to writers or Team Leaders, returning evidence, and updating the physical evidence database.
Perform other duties as directed by the Administrative Specialist 1, Administrative Assistant 2, Deputy Director, or Director.
Participate in “Special Projects” as requested for ARD.
Must complete all mandatory training courses by the deadlines published in each training announcement.
Minimum Qualifications
Candidate must be reachable on the appropriate Civil Service eligible list.
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, it may be filled via a non‑competitive appointment; all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), NY HELPS employees will have their non‑competitive status converted to competitive status with no examination.
Position may be filled at the Administrative Assistant Trainee level; appointment title will depend on candidate qualifications.
Administrative Assistant Trainee 1
– Starting Salary $40,391: Six months of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration. Must successfully complete a 12‑month training and development program to advance to Trainee 2.
Administrative Assistant Trainee 2
– Starting Salary $45,081: One year of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration. Must successfully complete a 12‑month training program to advance to the full level without further examination.
Administrative Assistant 1
– Starting Salary $47,695: Two years of experience in administrative support, including use of office software, customer service, business writing, and/or office administration. Certification (e.g., IAAP Certified Administrative Professional) or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
55 B/C Qualifications
Individuals certified eligible for the 55 b/c program under the Governor’s Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 b/c of the Civil Service Law will also be considered. To be considered, applicants must meet the minimum qualifications and provide a copy of their letter of eligibility with their response.
Promotion
Applicants must meet the non‑competitive minimum qualifications listed above.
Qualified employees of New York State with one year of permanent, competitive service in specified titles are eligible as outlined.
Completion of required mandatory and elective courses is required for promotion to Administrative Assistant 1, SG‑11.
Transfer Qualifications
Candidate must have one year of permanent competitive or 55 b/c service in an appropriate title as designated for transfer in accordance with Section 70.1 of the Civil Service law.
Additional Comments
This position requires both in‑office and remote work. A hybrid telecommuting schedule can be discussed with the hiring manager during the interview.
We offer a work‑life balance and a generous benefits package, including holiday and paid time off, health‑care benefits, and additional benefits such as Public Service Loan Forgiveness and retirement plans.
Benefits Holiday & Paid Time Off
Thirteen (13) paid holidays annually.
Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
Five (5) days of paid personal leave annually.
Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
Annual professional leave and educational leave opportunities for eligible staff.
Health Care Benefits
Eligible employees and dependents may choose from a variety of affordable and generous health insurance programs.
Family dental and vision benefits at no additional cost.
Additional Benefits
Public Service Loan Forgiveness (PSLF).
Enrollment in New York State pension system and optional retirement defined contribution plan with 8 % salary match (eligibility applies).
NYS Deferred Compensation and exclusive 403(b) Optional Retirement Savings Plan.
Paid parental leave for all employees and paid family leave (M/C only).
Eligibility for various life insurance options.
Access to NY 529 and NY ABLE College Savings Program.
Flexible Spending Program for eligible health‑care and dependent‑care expenses.
Equal Opportunity Employment The Workers’ Compensation Board (Board) is an equal‑opportunity employer. The Board does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy‑related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, or other applicable legally protected characteristics. The Board is dedicated to eliminating injustices and ensuring diversity in our workforce so we can better serve our staff and create a space where all feel safe to be themselves. We encourage applicants from marginalized communities to apply. We are looking for candidates who are committed to working in and contributing to an environment that fosters a sense of belonging, as well as inclusion, and celebrates people of all backgrounds, identities, experiences, and perspectives.
We are happy to provide reasonable accommodations during the hiring process. If you have a disability or special need that requires a reasonable accommodation, please send a request to officeofgeneralcounsel@wcb.ny.gov.
#J-18808-Ljbffr