Administrative Assistant 1​/Trainee​/Trainee ; NY HELPS

Duties Description

The Administrative Assistant 1 is in Office of Health Insurance Programs, within the Division of Medical & Dental Directors, in the Children with Medical Complexities Bureau which provides support for four bureaus. In the Division of Medical and Dental Directors
- The Bureau of Medical Review, The Bureau of Dental Review, The Medical Indemnity Fund (MIF) Bureau, and Children with Medical Complexities Bureau. This position will act as administrative support for the bureau’s functions, including operational support, division-wide bureau manual review, project management, SharePoint updates and maintenance, shared mailbox monitoring, and other administrative duties as assigned. The position would support coordination of information across the Division.

The Administrative Assistant 1 is in Office of Health Insurance Programs, within the Division of Medical & Dental Directors, in the Children with Medical Complexities Bureau which provides support for four bureaus. In the Division of Medical and Dental Directors
- The Bureau of Medical Review, The Bureau of Dental Review, The Medical Indemnity Fund (MIF) Bureau, and Children with Medical Complexities Bureau. This position will act as administrative support for the bureau’s functions, including operational support, division-wide bureau manual review, project management, SharePoint updates and maintenance, shared mailbox monitoring, and other administrative duties as assigned. The position would support coordination of information across the Division.

Primary Duties are as Follows:
Assist with day-to-day operations including acting as a liaison between the different bureaus of DMDD, scheduling meetings, and document meeting minutes to track key information and action items;
Review and finalize bureau manuals and fee schedules as part of the core ORM review team. Support DMDD staff in the annual revisions and updating of policy and procedure code manuals throughout DMDD Bureaus;
Assist assigned staff with coordinating, organizing, and follow-up on projects.

Support DMDD staff with various projects through the bureaus. Assist with updating project trackers and tasks for various projects throughout the division.

Use of available resources, tools, and software for tracking and cataloging information such as SharePoint Lists;
Standardize SharePoint site structures and naming rules. Perform yearly audits to keep the platform clean and organized;
Serve in a primary/backup role for monitoring the Operations and Regulatory Management Unit Support shared mailbox as well as support administrative side of the bureau to monitor division-wide shared mailboxes.

Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, SG-11, OR;
Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to SG-6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant
1. Provisional Appointment:
* In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications:
Be a current NYS Department of Health employee with one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to SG-6 or higher. Qualifying titles are available at https://www.cs.ny.gov/exam announcements/announcements/38701titles.cfm

• In the absence of an eligible list…