Position Information

NY HELPYes

AgencyMental Health, Office of

TitleAdministrative Assistant 1/Trainee, Central Office

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitDMNA - Division of Military and Naval Affairs (CSEA)

Salary RangeFrom $46306 to $56743 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address NYS Office of Mental Health

44 Holland Avenue

City Albany

StateNY

Zip Code12229

Job Specifics

Duties Description The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, Grade 11, position assigned to the Division of Community Program Policy & Management, Adult Community Care Group. The incumbent will be responsible for performing administrative support activities for the Division of Community Program Policy & Management,, Adult Community Care Group including Associate Commissioner, Deputy Director, 2 Bureau Directors and several other OMH and RFMH employees.

The incumbent will perform a variety of administrative support activities which will include, but not be limited to, the following:

• Management of very active executive staff and senior staff calendars by scheduling meetings, appointments, interviews, reserving conference rooms, and assisting in conference room preparations.

• Prepare travel paperwork for approval submission and arrange travel for multiple employees - reserve hotel rooms, mass transit, fleet vehicles, or rental cars.

• Submit employee travel in the Statewide Financial System for reconciliation and reimbursement.

• Provide travel training and guidance for other administrative support team members and new support team members.

• Monitor central office administrative support email inbox for high-priority information as well as ensure and maintain the confidentiality of communications and documentation.

• Format and proofread Word and PDF documents onto letterhead.

• Moving documents through approval levels.

• Answer and screen phone calls.

• Perform routine clerical tasks such as distribution of mail, copying, faxing, filing, scanning, maintaining office and printer supplies.

• Ensure daily operation functions are adequately covered.

• Update division organizational chart and phone list, including personal Webex call in #s

• Onboard/offboard new employees.

• Tracking and managing routine business transactions.

• Assembling and coordinating background materials for meetings and conferences.

• Interacting, in-person and by telephone, with staff from OMH facilities and other agencies, community providers, constituent groups, recipients and families.

• The incumbent will be expected to keep a continuous knowledge of updated software to complete the tasks.

Minimum Qualifications Transfer:
Candidates must have permanent status as an Administrative Assistant 1, Grade 11 and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law.

Non-Competitive:
Candidates must have 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

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.

In addition, a new two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each 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 Administrative Assistant 1, G-11.

Additional Comments The salary listed applies to candidates appointed to ADMINISTRATIVE ASSISTANT 1 SG-11. The salary for candidates appointed to ADMINISTRATIVE ASSISTANT TRAINEE 1 starts at $39,215 and, for current New York State employees, is based on the candidate’s salary at the time of hire.

Specific scheduled hours and telecommuting availability for this position will be discussed during the interview process. Please note, employees are required to apply and obtain approval through management to telecommute according to operational needs and Agency Telecommuting Program Guidelines.

The Mission of the New York State Office of Mental Health is to promote the mental health of all New Yorkers, with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. The Office of Mental Health embraces diversity and promotes a workplace in which individual differences are recognized, appreciated, and respected. The New York State Office of Mental Health is an equal opportunity/affirmative action employer.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of NY HELPS, this title maybe 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, it is expected that 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.

Some positions may require additional credentials or a background check to verify your identity.

Contact Information

Name Krystal Schools

Telephone

Fax 5184863897

Email Address OMHHRM@OMH.NY.GOV

Address

Street NYS Office of Mental Health

44 Holland Avenue

City Albany

State NY

Zip Code 12229

 

Notes on ApplyingTo be considered for this position, interested candidates should email a cover letter and resume in Microsoft Word or PDF format to omhhrm@omh.ny.gov. Please include the title of the position and Vacancy ID #177917 in the subject line of your email when applying.

You are advised that, should you accept a job offer with the Office of Mental Health, you may be required to be fingerprinted and pay a fingerprint fee.