Administrative Assistant Trainee Jobs (NOW HIRING)

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 Departmentof Health employee with one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboardingtitle allocated to SG-6 or higher. Qualifying titles are available at https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm
*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 Provisional appointment minimum qualifications.Provisional candidates must apply and take the next Civil Service examination offered for this title and must be reachable on the resulting eligible list to maintain employment. If three or fewer New York State Department of Health (DOH)promotional candidates respond to this notice, the agency may, at its discretion, nominate a qualified employee for non-competitive promotion (NCP) under the provisions of Section 52.7 of the Civil Service Law.
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) o rassociate'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 environment and managing multiple assignments while meeting established deadlines.
Experience reviewing documents for completeness and applying established policies and procedures.
Experience maintaining electronic filing systems, tracking logs, databases, or shared mailboxes with a high degree of accuracy.
Experience providing customer service and responding to inquiries by phone, email, or in person.
Demonstrated ability to organize, route, and coordinate the flow of documents and information.
Strong verbal and written communication skills, including proficiency in Microsoft Outlook, Word, and Excel.
Additional Comments When reviewing qualifications, omissions and vagueness cannot be interpreted in the candidate's favor. Candidates are responsible for providing accurate and clear descriptions of their experience demonstrating how they meet the minimum qualifications.
This position is part of the NYS HELPS program. No examination is required.
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:
• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees' Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...
The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health's Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm
If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.Reasonable.Accommodation@health.ny.gov to make a request.
The NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.
For new State employees appointed to graded positions, the annual salary is the hiring rate of the position (beginning of the salary range). 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.
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resources Management Group, CD/AA1/87409
Telephone 518-486-1812
Fax 518-473-3395
Email Address resume@health.ny.gov
Address
Street Corning Tower, Empire State Plaza, Room 2217
City Albany
State NY
Zip Code 12237
Notes on Applying Please submit your resume and cover letter as one (1) document, preferably in PDF format, by email to resume@health.ny.gov, with Reference CD/AA1/87409 included in the subject line or by mail to Human Resources Management Group, CD/AA1/87409, Rm 2217, Corning Tower Building, Empire State Plaza, Albany, NY 12237-0012, or by fax to (518) 473-3395. Failure to include the required information may result in your resume not being considered for this position.