Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
Title Administrative Assistant 2
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $63808 to $78695 Annually
Duties Description • Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.
• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.
• Tracks and coordinates assignments.
• Sets up and manages paper and electronic filing systems.
• Uses various information technology applications such as email, database, spreadsheets and word processing applications.
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Creates, maintains, and enters information into spreadsheets and databases.
• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
• Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff.
• Creates and/or submits travel expense reports for staff.
• Completes forms in accordance with agency procedures.
• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Composes, types, and distributes meeting notes, correspondence, and reports.
• Provides services to customers, such as order placement or account information.
• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Searches for information using various sources including the internet.
• Manages projects or contributes to committee or team work.
• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
• Orders and distributes supplies.
• Creates conference or event materials such as flyers or invitations.
• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
• May supervise other clerical staff and provide training and orientation to new staff.
• May take meeting minutes, and/or prepare material from dictation.
Duties include but not limited to:
The incumbent provides secretarial and administrative support to the Director and Deputy Director for Region 6. The candidate must be able to exercise good judgement and make decisions on a regular basis.
• Identifying administrative problems and solutions.
• Preparing written communications to agency and facility administrative staff.
• Maintaining/monitoring staffing Overtime, extra time.
• Review Personal Transaction Reports (PTR) for accuracy and revise as necessary.
• Maintain Database files for GH Staff training, Overtime Grids.
• Take minutes during meetings.
• Incident entry to Access Database
• Will refer inquiries concerning staff/individual’s correspondents to appropriate administrator/TTL, staff and individuals.
• Maintain complex appointment calendar.
• The incumbent will set up attend meetings as required to facilitate continuity and coordination of various projects.
• The Administrative Assistant 2 will track documents for investigations, training and reintegration; coordinates the ordering, deliveries and repair service to GH’s.
• Maintains and updates E-Finds information on all individuals we serve for weather emergencies and relocations.
• Compiles various statistical data and prepares report computations/ charts for presentation (example: OT data / Incident data). Interfaces with supervisory staff regarding day-to-day issues, hospitalizations, maintenance issues and emergencies.
• Maintains records and types up all Plan of Corrective Actions form and/ verification for DQI Audits.
• Gather’s documentation for financial, CMM audits etc. Updates the Audit list, GH policy Manual.
• Types up Family Care certification certificates,
• Enters FSAT fire drill into system,
• Takes meeting minutes for Administrator and/or supervisory team.
• Monitors and distributes State Vehicles.
• Corrects TABS census and Billing issues.
• Special assignments as needed.
LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all
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Minimum Qualifications Promotion:
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, Office Assistant 2-Keyboarding or Secretary 1.
OR
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.
Additional Comments • Please note that starting salary for this title reflects the Downstate adjustment. Posted Hiring Salary includes the sum of the statutory hiring rate for M/C Grade 15 ($59,808) and Downstate Adjustment ($4,000). Downstate Adjustment is added to the job rate ($74,695).
• 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.
• 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 Bernard Fineson DDSO Human Resources Office
Email Address BernardFineson.Careers@opwdd.ny.gov
Address
Street 80-45 Winchester Boulevard Building 80
Hillside Complex
Notes on ApplyingAPPLICATION PROCEDURE: Submit cover letter and résumé by 10/31/2025 to:
Bernard Fineson DDSO Human Resources Office
Email to: BernardFineson.Careers@opwdd.ny.gov
OR Fax number: 718-264-3436
Please reference the above EOA# 2025-103 Posting Number and Title with resume in all correspondence.