Administrative Specialist 1/Trainee

Description

Duties Description

This position will report to the Deputy Medicaid Inspector General of Administration and is responsible for various administrative duties supporting the overall operations of the Division of Administration.

Duties Include, But Are Not Limited To

• Provide phone coverage for divisional line; provide callers with assistance in their requests or referring questions to appropriate staff for response; respond to general questions and inquiries from OMIG staff, other State and governmental representatives, stakeholders, and/or the general public.
• Provide office support for all bureaus, including coordinating responses to all Administration FOIL requests, bureau supply requisitions, maintaining distribution lists, monitoring records retention, maintaining division COOP and phone trees, Admin mail support, monitor office supplies and order as needed or requested; submit tickets for IT issues, copy machine service/repairs, and building issues; track and assist with managing workflow transactions, and maintaining Admin mail logs.
• Maintain Administration schedules and tracking time-off requests and telecommuting schedules.
• Submitting IT and Operations tickets on behalf of the division of Administration and serve as POC for equipment delivery/retrieval or service (printer maintenance, break/fix, etc.).
• Supporting recruitment activities for Administration recruitments by scheduling interviews, responding to candidate phone inquiries; preparing interview materials; conducting reference checks on nominated candidates and greeting interview candidates.
• Scheduling quarterly divisional/Exec meetings and monthly Admin/Division meetings and securing room reservations and coordinating room setups.
• Compile and distribute regular reports, including annual hearing binders, biweekly & monthly hire reports, and onboarding and offboarding reports.
• Promote a positive organizational culture that embraces and appreciates diversity through customer-centric interactions.
• Assist with OMIG training compliance, including, but not limited to, enrollment of staff in the State-Wide Learning Management System (SLMS), notification of enrollment and/or delinquency, collection of attestation forms, reconciling reports, and follow-up with business units/management as needed
• Assist with training logistics, including preparing meeting invitations, room reservations and associated logistics, and post-production activities (i.e. surveys)
• Assists in the collection, review and tracking of training offered, enrolled, completed, etc.
  
  

Qualifications

Minimum Qualifications

To be considered for appointment through NY HELPS, candidates must meet the open-competitive minimum qualifications for this position.

Appointment To The Trainee 1 Level Requires

• Four years of experience* performing or overseeing budget, human resources, and business services activities for an organization or program; OR
• Associate’s degree* AND two years of experience; OR
• Bachelor’s degree*
• Advanced placement to the Trainee 2 or Grade 18 level may be possible depending on education and experience. It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualifications and removal from consideration.
• Your degree must have been awarded by a college or university accredited by regional, national, or specialized agency recognized as an accredited agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside of the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.
  
  

Competitive Minimum Qualifications

Current New York State Employee with one year or more of permanent or contingent-permanent competitive service, or 55 b/c service as a Medicaid Integrity Specialist 1; OR current New York State Employee with one year or more of permanent or contingent-permanent service or 55 b/c service in a qualifying title and eligible for transfer under Section 70.1, 70.4, or 52.6 of the Civil Service Law.

Preferred Qualifications

• Demonstrated ability to independently manage time effectively
• Demonstrated ability to independently prioritize workload efficiently and seek clarification as necessary on assignments, ensuring effective use of time
• Strong written and verbal communication skills
  
  

Additional Comments

The Office of the Medicaid Inspector General is proud to be an equal opportunity employer. We encourage those with unique backgrounds and contributions such as education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran's status, color, religion, disability, sexual orientation, and beliefs to apply.

OMIG does not participate in E-Verify and does not sponsor visa applications.

We provide reasonable and religious accommodations for any part of the application and hiring process. If you have a disability or special need that requires accommodation, please send a request to RARequest@omig.ny.gov.