New York State Workers' Compensation Board · 2 days ago
Administrative Assistant 1/ Administrative Assistant 1 Trainee 1/2 (NY HELPS), WCB Item #1371
Schenectady, NY
Full-time
Hybrid
Entry Level
$40K/yr - $48K/yr
2+ years expThe New York State Workers' Compensation Board is seeking an Administrative Assistant 1 to provide support for the Director, Deputy Director, and staff of ARD. The role involves processing mail, phone coverage, proofreading documents, and performing various clerical tasks to assist the administrative team.
GovernmentLegalNon ProfitOffice Administration
Responsibilities
Process electronic and physical mail; Open, sort, date stamp and prioritize mail on a daily basis (intra/inter-agency, USPS, FedEx, etc.) received in ARD and distribute as appropriate
Primary for ARD phone coverage-Answering calls for the ARD main telephone number, as well as the Director's direct phone line
Assist the Administrative Assistant 2 with proofreading proposed memorandum of decisions (PMOD) for workers' compensation claims prepared by Writers before such PMODs are sent to the Team Leader for approval, paying close attention that the format and citations are in accordance with Office of General Counsel Bulletin 2008-0lA, "Legal Documents and Decisions of the Board: Citations, Signals, and Formats," and Office of General Counsel Bulletin 2009-01, "Memorandum of Decision by Board Panel." PMODs should be proofread within 48 business hours of submission of the work request by the writer and the writer either notified there are no corrections or provided with a hard or electronic copy of the PMOD showing the corrections
Prepare correspondence from handwritten copy or as instructed; draft routine correspondence to staff and other bureaus regarding assignments and meetings; follow-up on correspondence
Perform a variety of clerical and administrative tasks, including filing, copying and faxing. Provide added support to additional ARD staff as requested or needed. Operate and maintain office copier and fax machine on a daily basis; place service calls as needed
Utilize software applications such as Word, Excel, PowerPoint, database management, Adobe Professional and CIS in the performance of duties
Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with maintaining a list of needed supplies, and under the direction of the Administrative Specialist 1 and/or the Administrative Assistant 2, order supplies as needed per the Board's standardized office procedures
Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with the clerical coordination of the WCB CLE Program, including, as necessary, scheduling the room, informing Staff Development of the CLE schedule, announcing upcoming CLEs, distributing the materials and certificates for each CLE, proctoring CLEs, monitoring the CLE email inbox to process Affirmations and evaluations, issue CLE certificates, maintain all documentation electronically, and prepare yearly report
Assist with the timely tracking of all performance evaluations for the ARD consisting of approximately 60 employees
Assist with tasks relating to hiring new ARD staff, and completing spreadsheets for new hires, ARD employee moves, and ARD employees who leave the Board
Assist Senior Examiners with form letters and the filing and mailing of approved and signed MODs
Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with obtaining the signatures of the Board Panel on Memorandums of Decision regarding disability benefits and workers' compensation discrimination claims, filing the signed decisions, and mailing the decisions to the parties
Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with preparing and maintaining schedules for the Director of ARD, such as schedule of telecommuters, time and attendance, and staff listings
Provide Team Leaders with CIS Reports relevant to the Team Leader
Assist the Administrative Specialist 1 and/or the Administrative Assistant 2 with managing physical evidence, including tracking receipt, distribution to appropriate writer and/or Team Leader, and return of physical evidence and updating the physical evidence database
Perform other duties as directed by the Administrative Specialist 1, Administrative Assistant 2, Deputy Director and/or the Director
As necessary, participate in "Special Projects" as requested for ARD
Must complete all mandatory training courses by the deadline date as published in each training announcement
Qualification
Required
Candidates must be reachable on the appropriate Civil Service eligible list
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)
For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination
Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State
While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified
Position may be filled at the Administrative Assistant Trainee level
Appointment title will be dependent upon qualifications of candidate selected
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
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
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
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
Individuals certified eligible for the 55b/c program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55b/c of the Civil Service Law will also be considered
Candidates must meet the non-competitive minimum qualifications listed above
Candidates Must Be a Qualified Employee Of New York State And Have Had One Year Of Permanent, Competitive Service In a Title As Follows: Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), Keyboard Specialist 1, Keyboard Specialist 1 (Spanish Language), Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Law Department Document Specialist, Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, Office Assistant 1 Keyboarding, Office Assistant 1 Keyboarding (Chinese Language), Office Assistant 1 Keyboarding (Spanish Language), Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), or Senior Data Entry Machine Operator
Trainees will be required to complete four mandatory courses the first year of traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency
All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11
Candidates must have one year of permanent competitive or 55 b/c service in a title designated as appropriate for transfer in accordance with Section 70.1 of the Civil Service law
This position requires both in-office and remote work
A hybrid telecommuting schedule can be discussed with the hiring manager during the interview
Benefits
Thirteen (13) paid holidays annually.
Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
Five (5) days of paid personal leave annually.
Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
Annual professional leave and educational leave opportunities for eligible staff.
Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
Family dental and vision benefits at no additional cost.
Public Service Loan Forgiveness (PSLF).
Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
Eligibility for various life insurance options.
Access to NY 529 and NY ABLE College Savings Program.
Flexible Spending Program, which allows employees to set aside pre-tax payroll deductions for eligible health care and dependent care expenses.
Company
New York State Workers' Compensation Board
The NYS Workers’ Compensation Board is a state agency that oversees three types of insurance for workers: workers’ compensation, disability benefits, and Paid Family Leave.
501-1000 employees
Funding
Current Stage
Late StageRecent News
MarketScreener
2025-09-23
Central New York Business Journal
2025-04-16
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