Review Vacancy
AgencyPeople With Developmental Disabilities, Office for
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $39533 to $48451 Annually
Minimum Qualifications MINIMUM QUALIFICATIONS:
For Permanent appointment: Candidates must be reachable on the current Civil Service eligible list or be eligible for 70.1 transfer.
For Provisional appointment: Candidate must be a NYS employee with one year permanent service in one of the following titles: Keyboard Specialist 1, Keyboard Specialist 1 (Spanish Language), Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, Law Department Document Specialist, Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), or Senior Data Entry Machine Operator.
Duties Description POSITION DESCRIPTION:
The person in this position will be responsible for providing administrative support in the Broome DDSOO Executive Office, increasing the effectiveness of Executive level administrators by coordinating the paper flow of the office and by carrying out the day-to-day administrative support activities required to accomplish the work of Broome State Operations. The tasks will fall into one of four categories: communication, coordination, organization, and record maintenance and will involve a variety of tasks which work towards accomplishing the mission of OPWDD. The person in this position will establish and maintain office procedures, establish and maintain filing systems, implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among key executives, staff, other employees and the public.
PRIMARY DUTIES AND RESPONSIBILITIES:
Examples of the types of duties include but are not limited to:
Provide administrative support:
• Open, review, sort and distribute the mail in accordance with staff assignments.
• Review incoming correspondence and reports to determine their significance. Make recommendations to manager or refer to appropriate person for reply, monitor for follow up.
• Gather data relevant to complex or unusual inquiries to provide a basis for a reply or a decision and/or draft the reply. (i.e., Research problem and gather all necessary information to answer questions raised. Decide which program staff must be consulted to verify information. Trace transactions as far back as necessary to ensure that all collected information is accurate. Prepare response to correspondence and submit to administrators for review.)
• Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff.
• Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff. (i.e., Secretary must have significant knowledge of program area to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, research problems completely with program staff. If question is very technical and requires original interpretation of program area, refer phone call or visitor to correct program staff.)
• Monitor and track status of program activities.
• Prepare responses to letters concerning program, policies and procedures for signature.
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Insure that appropriate background material is attached.
• Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material.
• Schedule meetings and maintain calendars.
• Assemble and coordinate background materials for meetings. Attend such meetings and prepare a summary of the meeting's conclusions or agreed upon courses of action, including recording minutes as assigned.
• Prepare reports using statistical and narrative information. This may require the use of a variety of software packages in order to obtain necessary data. May analyze information and make recommendations.
Develop and revise work methods.
• Organize the flow of paper in the office.
• Based on personal observations of the need for procedural changes or modifications in the office, implement or suggest new or revised procedures.
• Review forms used by the office and State Operations departments, make changes and draft new forms as assigned.
• Orient staff to office and agency procedures.
• Perform formatting and keyboarding tasks similar to those described by the title of Keyboard Specialist as assigned.
• Complete other duties as assigned.
Additional Comments • For CSEA positions: Local Bidding Agreements will be honored.
• 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.
• OPWDD IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
• 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 he or she needs a reasonable accommodation, they should contact the NYS OPWDD Equal Opportunity/Affirmative Central Office at (518) 402-7644 or Email at Affirmative.Action@opwdd.ny.gov to obtain information and RA forms.
• OPWDD participates in Federal Loan Forgiveness Programs. For more information go to: www.studentaid.ed.gov/publicservice.
Some positions may require additional credentials or a background check to verify your identity.