Location: Schenectady,NY, USA
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. 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. 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. 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. COMPETITIVE MINIMUM QUALIFICATIONS: Candidates must be reachable for appointment on the current Civil Service Eligible List for this title. PROMOTIONAL QUALIFICATIONS: On or before March 3, 2018, you must be a qualified employee of New York State and have had three months of permanent competitive or 55-b/55-c service as follows: Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), Keyboard Specialist 1, Keyboard Specialist 1 (Spanish Language), Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Law Department Document Specialist, Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, Office Assistant 1 Keyboarding, Office Assistant 1 Keyboarding (Chinese Language), Office Assistant 1 Keyboarding (Spanish Language), Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), or Senior Data Entry Machine Operator. REASSIGNMENT QUALIFICATIONS: Current Office for People with Developmental Disabilities employees with one year of permanent, contingent permanent, or 55 B/C service in the posted title (formally Secretary 1) and be eligible for lateral transfer. 70.1 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.** To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Duties Description Salary*$46,608-$58,706 Trainee 1: $39,442-$50,032 Trainee 2: $43,942-$55,620 DUTIES AND RESPONSIBILITIES: Reporting directly to the Regional Labor Relations Director, the incumbent of this position will serve as the Administrative Assistant to the Employee and Labor Relations Office. The candidate will be expected to function independently with minimal supervision yet work collaboratively with the ELR team. Candidates must be highly organized, be able to prioritize daily tasks, and have excellent time management skills. Confidentiality must be maintained at all times. The duties of Administrative Assistant will include, but not be limited to, the following: •Responsible for the Administrative Leave (AL) process, including accepting and logging incoming AL calls daily, and maintaining TIMES for all AL staff. •Monitoring the Labor Relations (LR) email inbox, forwarding communications to appropriate LR point of contact as necessary and responding as appropriate, in a timely manner. •Scheduling interrogations for, and sending proper notification to, the Justice Center, Employee and Labor Relations (ELR), and Office of Employee Relations (OER) and notifying the Union representatives as appropriate. •Responding to demographic and file review requests from the Justice Center, Employee and Labor Relations (ELR), and Office of Employee Relations (OER). •Completing Disciplinary Summary Sheets (DSS) at the request of Employee and Labor Relations. •Filing, saving, and/or distributing Notices of Discipline (NOD) including Time & Attendance NODs, Formal Counseling memos, Settlements and Arb Awards, and notifying the Unions as appropriate. •Maintaining Microsoft List and/or Excel tracking reports for FELIX, Job Abandonment, Restricted Sick Leave, Notices of Discipline, Grievances, Administrative Leave, and Workplace Violence. •Performing clerical duties with sensitive time frames. •Performing other clerical duties to include but not be limited to: word processing, typing letters, completing filing, ordering supplies, scheduling rooms, drafting agendas for Labor Management Meetings, maintaining Teams and WebEx capability and equipment, attend/take/distribute meeting minutes, printing and copying information as requested, preparing necessary equipment for meetings, entering time off requests, creating basic forms, submitting Help Desk tickets and Work Requests, sending out and receiving Certified Mail, etc. •Performing Special Projects as assigned. •Committing to providing exceptional customer service, embracing the mission of OPWDD, and exemplifying our values at all times. LinkedIn: #LI-SB2 Additional Comments 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. •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. •Family and household member relationships: OPWDD policy may impact eligibility for this position. Employees are responsible for recognizing the relationship and not posting for positions where it would be a concern. Before you apply read Section 120.27 of the Region 3 Policy Manual. Please e-mail ...@opwdd.ny.gov if you have you need help determining if this policy applies to you. •CAPA: Must be cleared by the NYS Central Register for Child Abuse and Maltreatment if position requires working with minors and not previously cleared. •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 Reasonable Accommodation Unit at (518) ###-#### or e-mail at ...@opwdd.ny.gov to obtain information and RA forms. •For CSEA positions: Local Bidding Agreements, and previously approved vacation/holiday time will be honored in the new assignment. •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. •In order 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. Some positions may require additional credentials or a background check to verify your identity. Name Capital District DDSOO-Office of Human Resources Telephone 518-###-#### Fax 518-###-#### Email Address ...@opwdd.ny.gov Address Street Capital District DDSO 500 Balltown Road City Schenectady State NY Zip Code 12304 Notes on Applying APPLICATION PROCEDURE: Please submit cover letter and resume to: Capital District DDSO Human Resources Office Building 1 500 Balltown Road Schenectady, New York 12304 Phone: 518-###-#### Fax: 518-###-#### Email: ...@opwdd.ny.gov *Please reference EOA #24-155 in all correspondence