Duties Description The incumbent will be responsible for administrative duties for the Director, Assistant Director, and facility. Duties include, but are not limited to: Providing administrative support to the program. Filing, setting up and maintaining filing systems and ensuring confidentiality of sensitive personnel records. Completing reports such as Metro Card, Incident Report Log, and other relevant databases. Preparing correspondence, drafting responses and preparing routine letters and memoranda. Maintaining calendars; coordinating and scheduling meetings and making arrangements for meeting space, conference call, videoconference or WebEx. Making travel arrangements. Answering and directing telephone calls. Tracking and timely completion of the staffs' annual performance evaluations and probationary reports while maintaining confidentiality at all times. Receiving, opening, reviewing and distributing all incoming mail. Covering the functions of the front desk. Functioning as the liaison with OASAS Office of Human Resources Management for all newly hired staff and completion of all needed documents, including orientation. Liaison with the host psychiatric center to process purchasing requests for the facility, as well as following up physical plant repairs that are needed for health and safety purposes. Ensuring that office supplies for the facility are regularly inventoried and ordered as needed for all staff. Utilizing the SFS system for necessary purchases, receiving, staff travel, etc., and other tasks as assigned. Operating office equipment such as fax, copiers, computers and phone system and train staff on the use. Preparing for monthly meetings and record minutes. May coordinate work orders and other related tasks. Overseeing the Medical Records department (requests, filing, storage, etc.). Performing other job-related duties as assigned Minimum Qualifications

PERMANENT QUALIFICATIONS

Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.

• Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.

All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.

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 may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date, 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 an

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 for Administrative Assistant Trainee 1 are: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2. The qualifications for Administrative Assistant Trainee 2 are: One year of experience in administrative support, which includes the use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The qualifications for Administrative Assistant 1 are: Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration OR certification (e.g., IAAP Certified Administrative Professional) OR associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology. Additional Comments SALARY $50,166

• $63,188 (SG-11 level) $42,453
• $53,852 (Trainee 1 level-equated to SG-8) $47,297
• $59,867 (Trainee 2 level-equated to SG-10) Plus $4,000 location pay The salary range listed in this posting reflects the full range for this graded position, factoring in annual performance advances based on satisfactory annual performance reviews.

Candidates with no previous State service will begin at the hiring rate (starting rate of the salary range) listed above, plus any applicable Location Pay/Geographic Pay/Shift Pay differentials. 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. Excellent Health Insurance Benefits Including Vision and Dental, NYS Employees Retirement System (Pension), Optional Deferred Compensation, Continuing Education Benefits, Generous Paid Leave Benefits, Compensation for 13 State holidays per year. The Public Service Loan Forgiveness (PSLF) Program allows public service employees to have the remaining balance on direct loans forgiven after 120 qualifying payments are made under an accepted repayment plan while working full-time for an eligible employer. New York State is an eligible employer. More information is available at https://oer.ny.gov/public-service-loan-forgiveness.

Background Investigation Requirements:

Prospective appointees will be: 1) Checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable. 2) Investigated through a Criminal Background Check (CBC) that includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee's employment application may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information, and may be required to pay any necessary fees. 3) Screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees may be required to pay any necessary fees. Additionally, prospective employees whose names are indicated on the SCR may be barred from appointment. OASAS recognizes the value that different people, perspectives and cultures bring to the agency. We strive to create an inclusive culture that uplifts and supports our staff, fostering a sense of belonging in the workplace. Individuals with lived substance use and/or gambling experience are encouraged to apply. New York State OASAS is an equal opportunity employer and provides opportunity for all regardless of race, gender, religion, national original, sexual orientation, gender identity, age, veteran status, ability, or any other protected class. OASAS encourages people with disabilities to apply. If you need a reasonable accommodation at any point in the application or hiring process, please reach out to Accessibility@oasas.ny.gov The mission of the New York State Office of Addiction Services and Supports (OASAS) is to provide, support, and oversee a data-driven continuum of addiction services delivered with equity, dignity, compassion, and respect. OASAS and the Division of Addiction Treatment Centers (ATCs) are committed to establishing environments of safety and non-violence in keeping with the trauma informed Sanctuary Model. The standards and duties for each are to be performed in support of Sanctuary Model commitments to non-violence, emotional intelligence, democracy, open communication, social responsibility, social learning, and growth & change. OASAS Addiction Treatment Centers are Tobacco Free Facilities. Some positions may require additional credentials or a background check to verify your identity.