Administrative Assistant 1/Trainee

Duties Description DUTIES AND RESPONSIBILITIES:

Reporting directly to the Assistant Director of Labor Relations, Local Operations (Region 3), 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 and be directed by 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:

• Providing Administrative Support for the Labor Management Committees (LMC):
o Creating the LMC calendar invites and maintaining the LMC distribution list
o Sending weekly/monthly reminders for agenda item submission
o Drafting and distributing agendas within contractual time frames, updating with items received from both Labor and Management
o Attend LMC meetings with the Assistant Director of Labor Relations, Local Operations (Region 3) to serve as the timekeeper, and minute taker
o Prepare and distribute meeting minutes, within contractual time frames, collecting necessary signatures before finalizing and uploading minutes into the Labor Management Tracker

• Accepting and logging incoming Administrative Leave (AL) calls between 9:00am and 9:30am daily, inputting all necessary AL information into the Microsoft List Administrative Leave Tracker and Case Management Tracker in real time, as well as maintaining TIMES for all AL staff.

• Monitoring the Employee and Labor Relations (ELR) email inbox, forwarding communications to appropriate LR point of contact as necessary and responding as appropriate, in a timely manner, as well as Maintaining the Employee and Labor Relations (ELR) Outlook Calendar for all team/union related activities:
o Scheduling all interrogations for, and sending proper notification to, the Justice Center (JC), Employee and Labor Relations (ELR), the Office of Employee Relations' (OER) Anti-Discrimination Investigation Division (ADID), and the Office of Investigative and Internal Affairs (OIIA), following appropriate process, and inputting interrogation information into the Case Management Tracker in real time.
o Responding to demographic and file review requests from the Justice Center (JC), the Employee Relations Office (ERO), the Office of Employee Relations' (OER) Anti-Discrimination Investigation Division (ADID), and the Office of Investigative and Internal Affairs (OIIA).

• Performing clerical duties with sensitive time frames:
o Completing Disciplinary Summary Sheets (DSS) at the request of the Employee Relations Office (ERO).
o 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.

• Performing other clerical duties to include but not be limited to: word processing, typing letters, completing filing, ordering supplies, scheduling rooms, entering time off requests, creating basic forms, printing and copying information as requested, 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:

Minimum Qualifications 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:

Additional Comments SALARY: $46,608-$58,706
Trainee 1: $39,442-$50,032
Trainee 2: $43,942-$55,620

Telecommuting options may be discussed at a future date, pending business need and performance.

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.

• 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 if you have you need help determining if this policy applies to you.

• Must be cleared by the NYS Central Register for Child Abuse and Maltreatment if position requires working with minors and not previously cleared.
. click apply for full job details