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Administrative Assistant 1/ Trainee 1 or 2

2 months ago

Albany, United States Health, Department of Full time

**Minimum Qualifications**

Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualifications: Strong verbal communications skills. Ability to handle multiple tasks. Good organizational skills and the ability to work independently. Experience with Inter-Trac,Seeker, Webex, Outlook, Microsoft Word, and Excel.

**Duties Description**

The Administrative Assistant 1 position will provide direct assistance to the Center Director and Deputy Director. Duties include but not limited to the following:

- Oversee the Executive Deputy Commissioner Clearance (EDCC) process for all OPCHSM; use the OPCHSM tracking system for those letters that do not go through EDCC process.
- Use NYSECON to review SEQR (State Environmental Quality and Review) forms from CONs to determine SEQR type to fill and upload forms accordingly. Upload to NYSECON once Director approved.
- Use NYSECON to review A/E Self Certifications for CONS, make sure they are filled out accordingly and signed by appropriate channels.
- Assign Executive Correspondence (ECUs) in the OPCHSM section of InterTrac.
- Management of Directors’ calendars and scheduling a high volume of meetings with health care providers, consultants, and other stakeholders, as well as internal meetings with Department staff.
- Point of contact for setting up web-based meetings, in person meetings, interviews for the Executive Office and the Division of Finance as well as conference calls for staff.
- Answering the main center phones, taking messages when appropriate and directing incoming calls to the appropriate bureaus.
- Developing and maintaining databases and tracking systems, such as tracking the materials received from outside agencies or tracking bureau leave requests.
- Assign Certificate of Needs (CONs) in NYSCON.
- Update architect’s spreadsheets in the CONS section in Teams using CONSTAT for the Bureau of Architecture and Engineering Review.
- Update and compile DASNY letters for the Director of the Division of Finance.
- Receive CON modifications from DASNY to determine contingency need, fill and upload to NYSECON.
- Formatting documents in Microsoft Word, PowerPoint, and Excel as needed.

**Additional Comments**

This position is part of the NYS HELPS program. No examination is required.
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

- Holiday & Paid Time Off
- Public Service Loan Forgiveness (PSLF)
- Pension from New York State Employees’ Retirement System
- Shift & Geographic pay differentials
- Affordable Health Care options
- Family dental and vision benefits at no additional cost
- NYS Deferred Compensation plan
- Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
- And many more...

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

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

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