Administrative Assistant​/Administrative Assistant Trainee ; NY HELPS), WCB Item

Position: Administrative Assistant 1/ Administrative Assistant 1 Trainee 1/2 (NY HELPS), WCB Item #1371
Duties Description Under the general direction of the Administrative Specialist 1, the Administrative Assistant 1 assists the Administrative Specialist 1 and the Administrative Assistant 2 in providing support for the Director, Deputy Director and staff of ARD. As directed by the Administrative Specialist 1 an/or the Administrative Assistant 2, the Administrative Assistant 1 is responsible for the following:

• Process electronic and physical mail;
Open, sort, date stamp and prioritize mail on a daily basis (intra/inter-agency, USPS, Fed Ex, etc.) received in ARD and distribute as appropriate.

• Primary for ARD phone coverage-Answering calls for the ARD main telephone number, as well as the Director's direct phone line.

• Assist the Administrative Assistant 2 with proofreading proposed memorandum of decisions (PMOD) for workers' compensation claims prepared by Writers before such PMODs are sent to the Team Leader for approval, paying close attention that the format and citations are in accordance with Office of General Counsel Bulletin 2008-0lA, "Legal Documents and Decisions of the Board:
Citations, Signals, and Formats," and Office of General Counsel Bulletin 2009-01, "Memorandum of Decision by Board Panel." PMODs should be proofread within 48 business hours of submission of the work request by the writer and the writer either notified there are no corrections or provided with a hard or electronic copy of the PMOD showing the corrections.

• Prepare correspondence from handwritten copy or as instructed; draft routine correspondence to staff and other bureaus regarding assignments and meetings; follow-up on correspondence.
Perform a variety of clerical and administrative tasks, including filing, copying and faxing. Provide added support to additional ARD staff as requested or needed. Operate and maintain office copier and fax machine on a daily basis; place service calls as needed.

• Utilize software applications such as Word, Excel, PowerPoint, database management, Adobe Professional and CIS in the performance of duties.

• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with maintaining a list of needed supplies, and under the direction of the Administrative Specialist 1 and/or the Administrative Assistant 2, order supplies as needed per the Board's standardized office procedures.

• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with the clerical coordination of the WCB CLE Program, including, as necessary, scheduling the room, informing Staff Development of the CLE schedule, announcing upcoming CLEs, distributing the materials and certificates for each CLE, proctoring CLEs, monitoring the CLE email inbox to process Affirmations and evaluations, issue CLE certificates, maintain all documentation electronically, and prepare yearly report.

• Assist with the timely tracking of all performance evaluations for the ARD consisting of approximately 60 employees

• Assist with tasks relating to hiring new ARD staff, and completing spreadsheets for new hires, ARD employee moves, and ARD employees who leave the Board.

• Assist Senior Examiners with form letters and the filing and mailing of approved and signed MODs.

• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with obtaining the signatures of the Board Panel on Memorandums of Decision regarding disability benefits and workers' compensation discrimination claims, filing the signed decisions, and mailing the decisions to the parties.

• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with preparing and maintaining schedules for the Director of ARD, such as schedule of telecommuters, time and attendance, and staff listings.

• Provide Team Leaders with CIS Reports relevant to the Team Leader.

• Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with managing physical evidence, including tracking receipt, distribution to appropriate writer and/or Team Leader, and return of physical evidence and updating the physical evidence database.

• Perform other duties as directed by the Administrative Specialist 1, Administrative…