Administrative Assistant

Position: Administrative Assistant 1
Duties Description POSITION

DESCRIPTION:

As an Administrative Assistant 1, you would perform tasks which fall into four broad categories: communication, coordination, organization, and records maintenance. Within these categories, the Administrative Assistant 1 would perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency.

PRIMARY DUTIES AND RESPONSIBILITIES:

This position will provide essential services in the Region 3 Eligibility Team:

• Assist with information/workflow with monitoring mailboxes for submission alerts, completing TABS entries, creating intake forms, and assigning cases for eligibility review as necessary within the necessary time frames.

• Following a Licensed Clinical Review of eligibility for first, second and third step; prepare and send outcome letters and notices of decision by both the Power App and regular mail within required timeline.

• Be knowledgeable about the steps and process of an eligibility review.

• Prepare and send request for third step review.

• Ensure Fair hearing summaries are sent out within time frames.

• Complete TABS entries throughout the process related to review outcomes.

• Review, complete uploads and entries into CHOICES

• Interface and respond to inquiries from stakeholders related to the eligibility status.

• Assist with tracking the status of eligibility reviews through monitoring and data entry.

• Answer telephone and give information to callers, take messages and transfer calls to the appropriate person

• Sets up and manages paper and electronic filing systems, i.e. uploading to CHOICES, PA, and paper files

• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.

• Composes, types, and distributes meeting notes, correspondence, and reports.

• Routs and distributes incoming/outgoing mail

• Other duties as requested.

Linked In:

#LI-SR2

Minimum Qualifications OPEN COMPETITIVE

QUALIFICATIONS:

The position may be filled at the Administrative Assistant Trainee 1 level equated to SG-8, Administrative Assistant Trainee 2 level equated to SG-10, or full performance Administrative Assistant 1 SG-11, based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship.

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

COMPETITIVE MINIMUM QUALIFICATIONS
Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

70.1 TRANSFER QUALIFICATIONS
Be eligible to transfer via Section 70.1 of Civil Service Law. Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible for…