Administrative Assistant 1​/Trainee ; NY HELPS

Administrative Assistant 1

Duties Description

The Administrative Assistant 1 is in Office of Health Insurance Programs, within the Division of Medical & Dental Directors, in the Medical Pended Claims Unit. The Administrative Assistant 1 will provide administrative support by coordinating program intake, processing correspondence, and maintaining workflow activities. The incumbent will independently manage incoming mail, electronic submissions, and program correspondence; evaluate submissions for completeness; apply established policies and procedures to determine appropriate routing;

coordinate the flow of documents between units; and conduct basic administrative review and adjudication of claims following established written procedures.

The incumbent will monitor and prioritize shared inboxes and work queues, maintain tracking systems, logs, and databases to support workflow management, analyze incoming workload patterns to assist with work prioritization, and prepare reports, summaries, and status updates for supervisory review. Additional responsibilities include serving as a primary point of contact for inquiries received by phone, email, and shared mailboxes; providing procedural information regarding program processes;

responding to routine and moderately complex inquiries; and routing complex issues to appropriate staff. The incumbent will also provide guidance to lower-level clerical staff regarding intake procedures, documentation standards, and routing protocols; identify recurring intake or workflow issues and recommend process improvements to supervisory staff; and assist in maintaining efficient administrative operations through the consistent application of established policies and procedures.

Minimum Qualifications

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 .

Non-Competitive Candidates via NY HELPS:

Administrative Assistant Trainee 1:
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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2:
One year 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

Administrative Assistant 1:
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.

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.

Note:

Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to SG-8 or SG-10), or Administrative Assistant 1, SG-11, depending on the qualifications of the candidate.

Preferred Qualifications:

Demonstrated experience providing administrative support in an office…