Administrative Assistant

Overview

Duties Description
• Provide administrative support to the Director and Designee. Support SO Administration as directed.

• Provide administrative support to the Director and Designee. Support SO Administration as directed.
• Respond to questions regarding procedures and refer more complex questions to the appropriate person for response regarding the New York State OPWDD.
• Review incoming correspondence and gather information relating to the correspondence.
• Maintain daily follow-up on correspondence requiring action or response, identifying 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 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 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.
• Communicate with various stakeholders. Maintain professionalism and solution‑focused mindset.
• Coordinate special events such as special friends, SEFA, EOY, DSA Recognition Week.
• Maintain and update files paper and electronic as necessary. Formulate spreadsheets and reports as needed.
• Support the Districts internal controls as needed (EHR, Work Orders, ERO referrals, Driver Verification, etc.).
• Perform other duties as assigned.

• Candidate must be reachable on the current Civil Service list for Administrative Assistant 2 and have one year of service as an Administrative Assistant 1.
• Transfer:
  Candidates must have one year of permanent competitive or 55‑b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
• To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT‑IT website.

• Paid Holidays:
  Thirteen (13) paid holidays each year.
• Paid Vacation:
  Thirteen (13) days of paid vacation leave initially.
• Paid Personal Leave:
  Five (5) days paid personal leave each year.
• Paid Sick Leave:
  Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
• Professional Leave:
  Up to three (3) days professional leave each year to participate in professional development events.
• Health Care Coverage:
  Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.
• Paid Parental Leave:
  Paid Parental Leave allows eligible employees to take up to twelve (12) weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.
• Retirement Program:
  Participate in the NYS Employees’ Retirement System (ERS), which is recognized as one of the best‑managed and best‑funded public retirement systems in the nation.
• Professional Development and Education and Training: NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. For more information, visit (Use the "Apply for this Job" box below). Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional…