Job Details

Administrative Assistant Position

This position will work directly with the Deputy Director. The preferred candidate must have excellent organizational skills; ability to work well under pressure, good time management and possess knowledge of Microsoft Office Suite products and the Statewide Financial System (SFS).

Primary duties and responsibilities not limited to:

• Provide administrative support to the Deputy Director
• Respond to questions regarding procedures and refer more complex questions to the appropriate person for response regarding the New York State OPWDD, Staten Island
• Review incoming correspondence and gather information relating to the correspondence.
• A daily follow up on correspondence requiring action or response is maintained to identify the follow-up date and location of files in appropriate date folders.
• Actively pursue response(s) to ensure timeliness and independently create and send memos to staff for input when the need to update various documents arises.
• Screen telephone calls received from individuals, staff, the public, vendors and personnel of other State agencies. Handle routine matters independently and refer others as appropriate.
• Prepare written drafts or directly respond to routine correspondence.
• Review outgoing correspondence, make suggestions to drafts prepared by others to ensure conformance with agency correspondence guidelines, and prepare final copy for approval.
• Schedule meetings on behalf of Deputy Director or Designee and maintain their calendars.
• Transmit personnel-related matters and forms to appropriate staff.
• Attend weekly "HUDDLE" and take minutes.
• Make travel arrangements and process travel vouchers in SFS.
• Attend meetings, take minutes and distribute accordingly.
• Assist with and coordinate special events such as, special friends, SEFA, Employee of the Year / DSP Week.
• Maintain and update files as necessary.
• Serve as "Timekeeper" for the Deputy Director's TIMES - review.
• Perform other duties as assigned.

Open competitive 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.

Competitive minimum qualifications:

Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

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.

Salary range listed below encompasses the hiring rate of an Administrative Assistant Trainee 1 through the job rate of an Administrative Assistant 1.