Position Information

NY HELPYes

AgencyMental Health, Office of

TitleAdministrative Specialist 1/Administrative Specialist Trainee (NY HELPS), Central Office;

Occupational CategoryAdministrative or General Management

Salary Grade18

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $56655 to $67119 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 25%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County New York

Street Address NYS Office of Mental Health

330 Fifth Avenue

City New York

StateNY

Zip Code10001

Job Specifics

Duties Description The New York State Office of Mental Health (OMH) seeks a qualified candidate to fill the full-time, salaried position of Administrative Specialist 1, Grade 18/Administrative Specialist Trainee, NS to serve as Administrative Coordinator within the Office of the Chief Medical Officer (OCMO). The position will report to the Director of Operations and will be located either at the NYS OMH New York City Field Office.

The candidate will join a team of NYS OMH staff operating statewide across multiple OMH locations including Central Office in Albany, five Field Offices, and two Research Institutes (NYS Psychiatric Institute in NYC and Nathan Kline Institute in Rockland) and will have primary responsibilities in 1) administering day-to-day office functions, and 2) coordinating administrative projects across multiple NYS agencies for the Office of the Chief Medical Officer.

Specific duties to be performed may include, but are not limited to, the following:

• Work in collaboration with the Chief Medical Officer (CMO) and Director of Operations to develop administrative guidelines and policy, and track project deadlines ensuring completion.

• Liaise, address routine and time-sensitive queries, and triage information on behalf of the CMO by telephone, e-mail, and in person.

• Maintain the CMO’s electronic calendar and address book, schedule meetings, coordinate travel arrangements, and submit and track all reimbursements, ensuring compliance with all associated policies.

• Monitor office inventory and process purchase requisitions to order supplies via NYS and RFMH systems, ensuring compliance with all associated policies.

• Draft informational memos, guidance documents, and other communications on behalf of the OCMO.

• Plan, coordinate, and implement inter-agency meetings (both in-person and web-based).

• Prepare agendas, meeting materials, presentations, and record comprehensive meeting minutes.

• Assist in preparing and administering the annual budget and financial plan and may prepare and manage the plan for a program; modify the plan as program needs change.

• Oversee compliance with human resources activities such as onboarding, offboarding, annual performance reviews, and requests-to-fill; support the overall process to ensure satisfactory completion by the deadlines set by Human Resources.

• Provide general problem-solving and trouble-shooting support to the OCMO team.

• Supervise assigned staff and oversee and coordinate administrative support services throughout the OCMO.

Minimum Qualifications Non-Competitive Minimum Qualifications Under the NY HELPS Program: This position includes an opportunity to serve in a traineeship and applicants will be appointed to appropriate level based on their experience, certification, and education.

Administrative Specialist Trainee 1 (starting salary $56,655): A bachelor's or higher degree.

Administrative Specialist Trainee 2 (starting salary $63,180): A bachelor's degree and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by managing budgeting, human resources, and business services for an organization or program, conducting special studies and research projects, and managing office and support activities.*

Administrative Specialist 1 (starting salary $67,119): A bachelor's degree and two years of professional providing administrative and staff support to executives, program managers and staff, boards, or commissions by managing budgeting, human resources, and business services for an organization or program, conducting special studies and research projects, and managing office and support activities.*

*A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.

Transfer Opportunity:
Candidates must have one year of permanent competitive or 55b/c service in the Administrative Specialist 1, Grade 18, title and be eligible for lateral transfer; OR be eligible to transfer via Section 52.6 or 70.1 of the Civil Service Law to the Administrative Specialist 1 title; OR be eligible to transfer via Section 70.1 of the Civil Service Law to the Administrative Specialist Trainee 1 or 2 titles by having at least one year of permanent service in a qualifying title.

55b/c Opportunity:
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 who possess a bachelor’s degree will also be considered. Please provide a copy of your eligibility letter with your response.

PCO Opportunity:
Individuals with the score of 100 or higher on the current 2022 holding of the PCO eligible list who are interested in this vacancy, are encouraged to apply. Please note this in your cover letter.

Additional Comments PREFERRED QUALIFICATIONS: Experience with data visualization is preferred.

The starting salary for this position will vary based on the selected candidate’s education and/or experience. Candidates appointed at a trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary:

$56,655 (Administrative Specialist Trainee 1)
$63,180 (Administrative Specialist Trainee 2)
$67,119 (Administrative Specialist 1, full performance level)

For current New York State employees, the starting salary 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.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

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. OMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, OMH is focused on implementing activities and initiatives to reduce disparities in access, quality, and treatment outcomes for underserved populations. A critical component of these efforts is ensuring OMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. OMH 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.

How to Apply

Name Ciara Palmo

Telephone

Fax (518) 486-3897

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 #202063 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.