Estimated Length: 24 months Mon.-Fri. 

Requirements

Executive Secretary/Administrative Assistant

1. Point person for Human Resources at Reception Desk
2. Answer one of the main telephone lines of Human Resources
3. Assist with filing
4. Open, date stamp and distribute mail
5. Civil Service Eligible Lists
6. Check HR shared mailbox (daily)
7. Probation Evaluations
8. Assist with special projects, such as assisting when files need to be moved and purging. May also assist other units within the division if it can be done at the front desk.

Specifically, the assistant will offer support through the following activities:

• Convert and format documents for the braille printer
• Read aloud documents that cannot be brailed, as requested
• Maintain the employee's electronic timesheets (LATS)
• Assist with drafting emails, correspondence or work reports from recordings made by the employee or verbal instruction, or by reviewing emails drafted the employee
• Assist the employee daily to be aware of events on his Outlook calendar. Prompt him to respond to all Outlook invitations, to be aware of all documents attached to meeting notices, and to place all time out of the office on his Outlook calendar; verify that events placed on the Outlook calendar by the employee appear correctly.
• Enter case updates into the Infoline/Advocacy database, as described by the Client Advocate via recording or verbal instruction
• Assist the employee to be prepared for meetings
• As requested, attend meetings on and off site and take meeting notes as requested
• Assist with faxing, photocopying, and ordering office supplies as needed
• Prepare the employee's travel arrangements (SFS travel)
• Assist the employee to navigate throughout the building as needed and assist during fire drills and emergencies. The employee has had extensive training in navigating the building but may request assistance in areas in which he is not comfortable navigating on his own.
• Assist the employee to complete all technology upgrades to his electronic devices
• Assist with research on state and federal regulations for individuals with developmental disabilities

Preferred Computer Skills:

• Microsoft Word and Outlook
• LATS-NY (Leave and Accrual Tracking System)
• Statewide Financial System

Division of Quality Improvement

BASIC DUTIES AND ILLUSTRATIVE TASKS

1. Monitors incoming mail and information coming into the office and refers it to appropriate staff.
2. Maintains HCBS Waiver hard copy files.
3. Provides back-up to DQI's incumbent Secretary 2 as needed.
4. Provides guidance and assistance to DQI's incumbent part-time Office Assistant 1.
5. Receives and directs telephone calls for the Division of Quality Improvement.
6. Provides remote phone coverage for DQI's Incident Management Unit (located in Schenectady) as needed.
7. Provides phone coverage for Client's Division of Service Delivery as needed.
8. Communicates to Central Office's security officers any expected staff visiting from outside agencies and offices.
9. Schedules various meetings for DQI's Continuous Quality Improvement Unit.
10. Takes minutes at DQI staff meetings.
11. Takes minutes at family care meetings.
12. Independent Utilization Review (IUR) - duties include coordination and distribution of documents to agencies with ICF programs, directing incoming IUR documents to appropriate staff, scanning and filing of completed reviews, etc.
13. Data entry for each incident into the investigative review form for DQI's Incident Management Unit.
14. Other projects/duties as requested.

Property Support/Emergency Services

The Division of Property Supports and Emergency Services (PSES) is requesting a temporary staff to be hired as an Administrative Assistant to help with Administrative/Secretarial functions around the office.  Last year, we lost two of our key Administrative staff, which caused all essential office functions to fall on the remaining staff in the office (a Secretary 2 and a Senior Administrative Analyst). This position would allow the Secretary 2 and Senior Administrative Analyst to better perform their job duties by having this individual take on numerous tasks around the office, consisting of the following:

• Communicate with the support staff of the six DDSO regions by telephone and Skype.
• Office Management under direction of the Secretary 2.
• Work on Excel spreadsheets - enter data and proofread documents.
• Electronic filing on Client's Shared Drive; organize and create new folders as necessary.
• Proofread office correspondence and procedures.
• Work on various PSES office projects as they arise
• Data management of Statewide Agency assets as related to property preservation.

The candidate hired will possess many, if not all, of the following qualifications:

• Proficient computer skills and knowledge of software packages and their applications to include Microsoft Office and Microsoft Operating Systems.
• Excellent communication skills, both oral and written; as well as the ability to communicate technical directions, both in person and over the phone.
• Excellent customer service skills, with the ability to work successfully with a variety of personalities and various management levels.
• Familiarity with department policies, processes and procedures.
• Proficient knowledge of basic computer hardware.

Legal Secretary

Counsel’s Office

Perform secretarial duties utilizing legal terminology, procedures, and documents. Prepare legal papers, complex legal reports and correspondence, such as summonses, complaints, motions, and subpoenas. May also assist with legal research. Must have knowledge of: legal terminology, business communications, and general clerical skills.

Receptionist/Secretary

BASIC DUTIES AND ILLUSTRATIVE TASKS

1. Screen and direct incoming calls

2. Assist with scanning and uploading documents and reports into the VCPR and IAMS

3. Provide support to, and interact with investigators

4. Work with PDF documents and files, scanning and emailing

5. Edit documents for grammar and content

6. Upload activity log data to spreadsheets

7. Scheduling interviews and interrogations

8. Follow-up on assigned projects with limited oversight 

9. Any other administrative support activities which support the office and staff in field stations throughout the region

Data Entry/Word Processing

Provide administrative support to program areas as well as perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers, receiving visitors, and arranging conference calls. Answer inquiries and obtain information for the general public, customers, visitors, and other interested parties.

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