Administrative Assistant Trainee 1/2

MINIMUM QUALIFICATIONS:
Administrative Assistant 1: Candidates must be a current New York State employee reachable on the Secretary 1 eligible list.

Transfer:

Candidates must have one-year permanent competitive service as an Administrative Assistant 1 or Secretary 1and be eligible for lateral transfer to transfer under Section 70.1 of the Civil Service Law.

OR

Candidates must have one year of permanent competitive or 55b/c service in a 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 70.1 of 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.

Duties DescriptionPRIMARY DUTIES AND RESPONSIBILITIES:

As Administrate Assistant 1 assigned to Services Access, Program Implementation, Provider Support (SPS) Bureau, you will work independently and be responsible for providing administrative and office support to the Front Door Division of the Regional Office. Responsibilities include but are not limited to:

• Provide a high level of customer services to stakeholders including the individuals, family, provider agencies, CCOs, OPWDD personnel and SPS RO divisions. Including answering telephones, providing appropriate information, take and tracking messages, and transfer calls to appropriate individuals
• Draft, proofread, and edit correspondence, prepare reports, tables, charts, via TABS, SharePoint, CHOICES, Excel and other platforms
• Maintain scheduling and event calendars including coordination of conferences and meetings
• Opens, reads, routes, and distributes incoming mail and prepares stamps and sends outgoing correspondence as required
• Assist in tracking assignments to ensure outcomes within desired timeframes are achieved
• Makes travels arrangements and process necessary documents in SFS
• Assist as timekeeper for subordinates LATS/TIMES
• Provide technical support for Videoconferencing
• Assist and maintain organization of Front Door Division priorities including preparation for meetings, filing (electronic and paper), ensuring copiers and faxes in working order and paper supplies filled, shredding, etc.
• Prepare and submit work orders
• Prepare and submit help tickets as necessary to ITS
• Maintain office inventory in current condition
• Attend recurrent trainings and meetings; produce minutes as assigned
• Look up Ind, fill out the Region 2 Initial Log in SharePoint, assign referral info to Front Door Team Member.
• Review CCO Alert Mailboxes Daily, forward to appropriate staff for follow up. Release TABS ID Numbers when requested.
• Review the Documentation Submission Queue Daily and assign work to appropriate staff for follow up
• Create Agenda for FD Meetings- distribute to Attendees - save in SharePoint
• Take minutes for FD meetings- distribute to Attendees - save in SharePoint
• Other duties as assigned

Additional CommentsAPPLICATION PROCEDURE: Submit cover letter and résumé by February 22, 2022 to:
Sunmount-OHRM
2445 State Route 30
Tupper Lake, NY 12986
E-Mail: opwdd.sm.sunmount.jobs@opwdd.ny.gov
Phone: (518) 359-4150
Fax: (518) 359-4161

Please reference the above EOA # 22-26 in all correspondence.

Please note:

• For CSEA positions: Local Bidding Agreements will be honored.
• 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.

• 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.

• OPWDD IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
• 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)
473-4785 or Email at accommodationrequests@opwdd.ny.gov to obtain information and RA forms.

• Position may be eligible for Loan Forgiveness via the Public Service Loan Forgiveness program:

For more information on PSLF, please visit www.studentAid.gov/publicservice