NY HELP Yes
Agency People With Developmental Disabilities, Office for
Title Administrative Specialist 1
Occupational Category Clerical, Secretarial, Office Aide
Salary Grade 18
Bargaining Unit PS&T - Professional, Scientific, and Technical (PEF)
Salary Range From $70951 to $89138 Annually
Employment Type Full-Time
Appointment Type Contingent Permanent
Jurisdictional Class Competitive Class
Travel Percentage 20%
Workweek Mon-Fri
Hours Per Week 37.5
Workday
From 9 AM
To 5 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? Yes
County To Be Determined
Street Address X
X
City X
State NY
Zip Code 00000
Duties Description The Administrative Specialist 1 provides administrative and organizational support to the Director of Advocacy and the broader Office of Advocacy, which includes the Advocacy and Peer Support Unit. The Administrative Specialist 1 also serves as the liaison to the Independent Ombudsman Program. This position is critical to ensuring smooth day-to-day operations, effective communication, and efficient tracking and reporting systems. Under the direction of the Director of Advocacy, the duties of the Administrative Specialist 1 in OPWDD's Office of Advocacy will include, but are not limited to the following: -Administers communications by preparing and keeping track of correspondence and answering questions from staff, the IDDO, and members of the public. -Monitor a shared mailbox, including responding to inquiries, assisting with correspondence tracking, and updating SharePoint and OPWDD databases.-Develop and implement record-keeping systems and controls on Ombuds program activities. -Coordinates a shared calendar to track ongoing division activities, including but not limited to, staff planned and unplanned absences, telecommuting schedules, travel and events. -Assesses needs of self-advocates to provide ongoing logistic support and coordination needed to record events and meetings in their personal calendars and when appropriate, the Office's shared calendar. -Arranges with and assists self-advocates to with time and attendance tasks including support for planning and recording adjustments to their work schedules and complete their time sheets accurately.-Provide accessibility support such as filling out online forms and sending emails for advocates who use screen readers. -Assist with organizing, preparing for and processing travel for the Office of Advocacy. -Answers questions from self-advocates and provides support to troubleshoot issues and ensure compliance with OPWDD policies and procedures, including requesting ITS support and submitting maintenance requests. -Assess training needs of advocacy staff to develop and implement a training plan for self-advocates in office procedures and unit policies and other topics as necessary-Review work to ensure compliance with instructions. -Provide administrative support for the Director of Advocacy including scheduling meetings, taking meeting notes, and managing follow up correspondence as needed -Assist in the development of meeting agendas, taking and sharing meeting notes, and tracking tasks and overseeing meeting scheduling logistics -Assist with organization of virtual and in person meetings -Prepare written materials including brochures, presentations and other materials about the Office of Advocacy and Advocacy and Peer Support Unit -Draft and update unit procedures -Complete other tasks as assigned by the Director of Advocacy Preferred Qualifications:Proficiency in Microsoft Word, PowerPoint and Excel. Familiarity with SharePoint Lists preferred. This position may be filled at one of the following locations: -Rochester- 620 Westfall Rd, Rochester-West Seneca- 1200 East & West Rd, West Seneca-Binghamton- 249 Glenwood Rd, Binghamton-Oneida- 118 Business Park Dr, Utica -New York- 25 Beaver St, New York-Albany- 44 Holland Ave, Albany LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all #LI-JB2
Minimum Qualifications The position may be filled at the Administrative Specialist Trainee 1 level equated to SG-14 ($53,764-$68,630), Administrative Specialist Trainee 2 level equated to SG-16 ($59,994-$76,359), or full performance Administrative Specialist 1 SG-18 ($66,951-$85,138), 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. OPEN COMPETITIVE MINIMUM QUALIFICATIONSAdministrative Specialist Trainee 1: A bachelor's or higher degree. 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 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. 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.
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. 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.- Please note: Appointment may be made at a traineeship level. Two-year traineeship (Administrative Specialist Trainee 1, NS=Grade 14 starting salary $53,764 & Administrative Specialist Trainee 2, NS=Grade 16 starting salary $59,994) leading to Administrative Specialist 1, Grade 18 salary $66,951. A downstate adjustment of $4,000 will be added to all salaries. - 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. - The assignment of PS&T employees will be made in accordance with any agreed upon Memorandum of Understanding between PEF and the local DDSO regarding the posting of job vacancies. - Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume. - 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 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. - 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. - Paid Parental Leave: Paid Parental Leave allows eligible employees to take up to 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, please visit https://oer.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. - OPWDD is an Equal Opportunity/Affirmative Action employer dedicated 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.
Some positions may require additional credentials or a background check to verify your identity.
Name Central Office Human Resources
Telephone 5184734785
Fax 518-474-9902
Email Address MainOffice.Careers@opwdd.ny.gov
Address
Street 44 Holland Ave.
City Albany
State NY
Zip Code 12229
Notes on Applying Please email your resume to mainoffice.careers@opwdd.ny.gov and reference vacancy ID in your email.
