Office Assistant 1 2637 (NY Helps)

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Review Vacancy

Date Posted 06/20/24

Applications Due07/05/24

Vacancy ID161328

• Basics

• Schedule

• Location

• Job Specifics

• Contact

NY HELPYes

AgencyHealth, Department of

TitleOffice Assistant 1 2637 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade06

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $35177 to $43521 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

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 Albany

Street Address Division of Legal Affairs, Criminal History Record Check

City

StateNY

Zip Code12206

Minimum Qualifications NY HELPS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• There are no education or experience requirements for Office Assistant 1.

COMPETITIVE MINIMUM QUALIFICATIONS:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Office Assistant 1.

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-04 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law. For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and the following minimum qualifications:

• There are no education or experience requirements for Office Assistant 1.

Preferred Qualifications: Ability to work well independently but maintain a team mentality. Able and willing to learn new skills in a short timeframe.

Candidate should be willing to adapt to a fast paced, high volume environment and able to switch tasks as needed to accommodate changing needs of the Unit. Candidate should be flexible and willing to be trained in various areas of operation of the Unit, to ensure maximum efficiency of the Unit. Given the volume, pace, and diversity of issues addressed daily, the ideal candidate will be detail oriented and possess consistent follow through.

Excellent written communication skills are critical as the Office Assistant 1 position entails ongoing documentation of case files and email communication with legal staff daily. Must possess excellent phone skills and ability to calmly handle and manage calls from upset applicants, public, advocates, attorneys, nursing home providers.

Proficient with using an electronic database system.

Ability and willingness to use the translation service in order to adequately communicate with non- English speaking callers.

Duties Description The CHRC Legal Unit on-site call center is high volume, receiving thousands of calls per month. Phone calls must be answered in a professional manner, voice mails returned.

The data entry associated with each call is critical - each call must be documented in detail in the correct applicant's electronic case file. Calls must not terminate into voice mail during the day. Call Center staff must forward messages promptly, as necessary and notify the appropriate staff of any matters requiring attention.

The Office Assistant 1 will assist the call center with the aforementioned functions. Incoming mail and rehabilitation documents received electronically and via regular mail are to be scanned and put into the correct applicant's file. This documentation is critical to the review process and must be promptly and accurately scanned into the files.

Returned mail must be documented and an attempt made to ascertain updated addresses and re-mail the item. The above are data entry heavy tasks. All work done in a file must be documented in detail.

Anything scanned into a file, returned mail, must all be detailed. Accurate and detailed data entry provides an essential record that everyone in the unit relies upon. A large volume of letters is mailed to applicants each week.

It is required that any status letter which removes an applicant from work must be mailed with a copy of rap sheets enclosed. The letters must be mailed out to the applicants as expeditiously as possible. The Office Assistant 1 will assist with the timely mailings.

Prepare interview and hiring packages. Notify building management of new staff and submit IT tickets for the CHRC specific databases required to perform job duties. From time to time the CHRC Legal Unit Policy and Procedure manual will need an addition or update. The Office Assistant 1 will be responsible for integrating these updates, after they have been provided, into the manual and making sure all copies are identical.

Additional Comments Benefits of Working for NYS

Generous benefits package, worth 65% of salary, including:

Holiday & Paid Time Off

• Thirteen (13) paid holidays annually

• Up to Thirteen (13) days of paid vacation leave annually

• Up to Five (5) days of paid personal leave annually

• Up to Thirteen (13) days of paid sick leave annually for PEF/CSEA

• Up to Eight (8) days of paid sick leave annually for M/C

• Up to three (3) days of professional leave annually to participate in professional development

Health Care Benefits

• Eligible employees and dependents can pick from a variety of affordable health insurance programs

• Family dental and vision benefits at no additional cost

Additional Benefits

• New York State Employees' Retirement System (ERS) Membership

• NYS Deferred Compensation

• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds

• Public Service Loan Forgiveness (PSLF)

• And many more..

For more information on the NYS Department of Health's Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources Management Group, TL/OA1/2637

Telephone 5184861812

Fax 518-473-3395

Email Address resume@health.ny.gov

Address

Street RM 2217, Corning Tower, ESP

City Albany

State NY

Zip Code 12237

Notes on Applying Please submit your resume and cover letter, preferably in PDF format, by email to resume@health.ny.gov, with Reference TL/OA1/2637 included in the subject line or by mail to Human Resources Management Group,TL/OA1/2637, Rm 2217, Corning Tower Building, Empire State Plaza, Albany, NY 12237-0012, or by fax to (518) 473-3395. Failure to include the required information may result in your resume not being considered for this position.