What are the responsibilities and job description for the Administrative Specialist 1 position at People With Developmental Disabilities, Office for?
The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Administrative Specialist 1 will support several major initiatives of the Division of Statewide Services, particularly related to tracking and monitoring of staffing, training compliance, clinical project management, policy/administrative memoranda, progress toward division work plans. etc. Serves as a liaison between assigned leaders and internal/external partners including individuals, families and other stakeholders who interface with the office. Determines appropriate action and/or follow-up, serving as a representative for Division senior management with the ability to carry out appropriate verbal, written and face-to-face communications with, and on behalf of, those individuals. Responsibilities include but are not limited to the following: • Manage scheduling of meetings, phone calls, correspondence, and filing, among other clerical support functions, to directly support and assist the Deputy Commissioner of Statewide Services.•Plan and assist with organization of various stakeholder meetings and inter-divisional meetings, work groups, webinars, etc. comprised of Statewide Services staff and other divisions within the agency.• Assist with tracking tasks related to the implementation of Statewide Services division goals.• Centralized staffing calendar: Create and monitor the use of a divisional statewide calendar for tracking of planned and unplanned absences, telecommuting schedules, travel and other divisional events.• Electronic Data and File Storage: Assist in organization, design, and review of electronic divisional work products to assure consistent maintenance of documents for future use and development.• Assist the Deputy Commissioner for Statewide Services and division leadership with review and implementation of policies and practices related to Statewide Services, to assist in meeting the goals of enterprise-wide application of these concepts by Statewide Services Office staff.• Monitor progress of various initiatives in the division of Statewide Services and conduct follow-up activities as necessary to ensure that targets are met.• Collect, organize and analyze data related to various initiatives of the division of Statewide Services.• Serve as liaison with Human Resources, tracking Statewide Services staffing requests, ensuring appropriate staff resources are obtained in a timely manner and that staffing, performance evaluations, training, telecommuting applications and plans, and other items are tracked. Manage and facilitate on-boarding and off-boarding of division staff and maintain relevant documentation of these activities.• Evaluate office technology needs and manage telephone and telecommunication systems for the office.• Provide support as necessary to the Deputy Commissioner, Assistant Commissioner and Deputy Directors or other management staff of the division.• Ensure overall management of communication, phone coverage and timely follow up on issues for Statewide Services and interface as necessary with other divisions.• Works directly with the Executive Deputy Commissioner and Commissioner's Office in organizing/arranging/responding to internal and external providers and organizing/reviewing materials to send to the Executive Chamber. This includes but is not limited to requests for out-of-state travel, correspondence assigned by the Commissioner's and/or Governor's office, response to ad hoc data requests, etc.• Complete other tasks as assigned by Deputy Commissioner or other divisional leadership.• May supervise other clerical staff, which may include but is not limited to the following duties: • Interview and hire office clerical staff. • Assign work to clerical staff who perform keyboarding, duplicating, mail and supply, filing or similar tasks. • Identify training needs of subordinates. • Train subordinates in office procedures and keyboarding techniques. • Review work to ensure compliance with instructions.Telecommuting will be discussed at interview. LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all #LI-EF1
The minimum qualifications required for this vacancy. Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Specialist 1: A bachelor's degree and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. Administrative Specialist Trainee 2: A bachelor's degree and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. Administrative Specialist Trainee 1: A bachelor's or higher degree. COMPETITIVE MINIMUM QUALIFICATIONS: Candidates must be reachable for appointment on the current Civil Service Eligible List, Professional Careers Opportunity (PCO) or OPWDD's Central Office Public Administration Traineeship Transition (PATT). REASSIGNMENT QUALIFICATIONS: Current OPWDD employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1. If you have less than one year, you must be currently reachable on the eligible list. TRANSFER QUALIFICATIONS: 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: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm. 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, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request. PLEASE NOTE: This position may be filled at the Administrative Specialist Trainee 1 level equated to SG-14 ($53,764), Administrative Specialist Trainee 2 level equated to SG-16 ($59,994) or full performance Administrative Specialist 1 SG-18 ($66,951) based on education and experience. Candidates hired at the trainee level will be advanced to the full performance Administrative Specialist 1 SG-18 following the successful completion of the traineeship.
Additional comments regarding the vacancy. Additional Comments • NYS HELPSThis 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.• If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee• Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume/cover letter.• All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.• If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit www.studentAid.gov/publicservice• Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA). If an employee believes that they need a reasonable accommodation, they should contact the NYS OPWDD Reasonable Accommodation Unit at (518) 486-7222 or Email at accommodationrequests@opwdd.ny.gov to obtain information and RA forms.• The Office for People With Developmental Disabilities (OPWDD) and it's Division of DIVISION is committed to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture, and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation and beliefs. • If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at (518) 486-7222 or email accommodationrequests@opwdd.ny.gov to obtain information and RA forms.NYS Offers Incredible Benefits! • Savings programs such as the U.S. Savings Bond and the College Savings Plan. • Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses. • Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs. • Life insurance and Disability insurance. • The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis. Paid Holidays and Leave • Thirteen (13) paid holidays each year. • Thirteen (13) days of paid vacation leave initially. • Five (5) days paid personal leave each year. • Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year. • 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. • 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, please visit https://goer.ny.gov/training-and-professional-development. Additionally, the 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 licensure. For more information, please visit https:// oer.ny.gov/public-service-workshops-program-pswp.
Some positions may require additional credentials or a background check to verify your identity.
The minimum qualifications required for this vacancy. Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Specialist 1: A bachelor's degree and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. Administrative Specialist Trainee 2: A bachelor's degree and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. Administrative Specialist Trainee 1: A bachelor's or higher degree. COMPETITIVE MINIMUM QUALIFICATIONS: Candidates must be reachable for appointment on the current Civil Service Eligible List, Professional Careers Opportunity (PCO) or OPWDD's Central Office Public Administration Traineeship Transition (PATT). REASSIGNMENT QUALIFICATIONS: Current OPWDD employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1. If you have less than one year, you must be currently reachable on the eligible list. TRANSFER QUALIFICATIONS: 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: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm. 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, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request. PLEASE NOTE: This position may be filled at the Administrative Specialist Trainee 1 level equated to SG-14 ($53,764), Administrative Specialist Trainee 2 level equated to SG-16 ($59,994) or full performance Administrative Specialist 1 SG-18 ($66,951) based on education and experience. Candidates hired at the trainee level will be advanced to the full performance Administrative Specialist 1 SG-18 following the successful completion of the traineeship.
Additional comments regarding the vacancy. Additional Comments • NYS HELPSThis 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.• If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee• Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume/cover letter.• All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.• If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit www.studentAid.gov/publicservice• Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA). If an employee believes that they need a reasonable accommodation, they should contact the NYS OPWDD Reasonable Accommodation Unit at (518) 486-7222 or Email at accommodationrequests@opwdd.ny.gov to obtain information and RA forms.• The Office for People With Developmental Disabilities (OPWDD) and it's Division of DIVISION is committed to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture, and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation and beliefs. • If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at (518) 486-7222 or email accommodationrequests@opwdd.ny.gov to obtain information and RA forms.NYS Offers Incredible Benefits! • Savings programs such as the U.S. Savings Bond and the College Savings Plan. • Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses. • Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs. • Life insurance and Disability insurance. • The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis. Paid Holidays and Leave • Thirteen (13) paid holidays each year. • Thirteen (13) days of paid vacation leave initially. • Five (5) days paid personal leave each year. • Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year. • 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. • 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, please visit https://goer.ny.gov/training-and-professional-development. Additionally, the 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 licensure. For more information, please visit https:// oer.ny.gov/public-service-workshops-program-pswp.
Some positions may require additional credentials or a background check to verify your identity.
Salary : $53,764 - $66,951
