Administrative Assistant 1/Trainee - (NY HELPS)EOA#2024-293

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 :

Two years of experience in administrative support, which includes use of office software (., 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.

Substitution : Certification (., 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 (.

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 (.

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 : https : / / / cmo / gotit /

55 B / C QUALIFICATIONS :

• Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.
• Meet the applicable minimal mental and / or physical requirements for the job (with a reasonable accommodation, if necessary)
• Have a current Eligibility Letter from the NYS Department of Civil Service, / rp55 / , and be able to provide it to the Human Resources Office upon request.

Duties Description PRIMARY DUTIES AND RESPONSIBILITIES :

Under the supervision of the Quality Improvement Department MHPES 4, the Administrative Assistant 1 will function as Administrative Assistant to the QI department.

Responsibilities include :

1.Interface with staff from the DDSO, Incident Management Unit (IMU), Office of Internal Investigations and Affairs (OIIA) and the Justice Center.

2.Maintain spreadsheets for tracking agency reportable incidents, protective actions, completed investigations, incident recommendations, and Corrective Action Plans.

3.Request incident documents from the units; upload information in IRMA; forward documentation to investigators.

4.Type, distribute and upload IRC meeting minutes.

5.Send incident notifications; redact and mail investigative reports.

6.Oversee schedule for Administrator on Duty; maintain AOD contact information; copy and distribute AOD folders.

7.File and archive documentation for incidents, AOD, MMOC, Nursing Triage reports.

8.Maintain list of DQI survey dates.

9.Schedule meetings and forward meeting notifications.

10.Provide coverage to other DDSO Administrative Assistants.

11.Report and follow up on 45 Mall Drive building issues.

12.Special assignments including litigation requests.

13.Other duties as assigned by supervisor.

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