Position Information

NY HELPNo

AgencyMental Health, Office of

TitleAdministrative Assistant 2, Central Office;

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $59808 to $74695 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? Yes

Telecommuting allowed? No

Location

County Albany

Street Address NYS Office of Mental Health

75 New Scotland Avenue

City Albany

StateNY

Zip Code12208

Job Specifics

Duties Description The New York State Office of Mental Health (OMH), Bureau of Audit and Compliance Services, is recruiting to fill an Administrative Assistant 2, G-15 position. The Bureau of Audit and Compliance Services is responsible for conducting financial and operational audits of State and local providers. Duties include, but are not limited to, the following:

• Manage the day to day needs of the office, including: keep an inventory of office supplies; maintain the bureau procurement card, order supplies, and retain appropriate supporting documentation; verify purchases in the Statewide Financial System; enter ITS tickets for shared equipment (i.e., conference room and copiers); and answer and direct all incoming phone calls, relay messages, and ensure phone coverage when not in the office.
• Receive, record and refer incoming correspondence and telephone calls
• Handle incoming communications, both electronic and hard copy. Maintain filing and tracking systems for correspondence, documents, records, and other materials.
• Request and prepare the weekly staff location sheet and vacation schedules including updates as needed.
• Maintain an organized file(s) of the internal control information received from senior staff and facility personnel.
• Assist staff by scheduling and coordinating meetings and managing staff calendars, and making travel arrangements and/or completing travel expense reports.
• Track and maintain staff telecommuting workplans.
• Prepare correspondence, reports, and other documents utilizing appropriate software such as Microsoft Word and Excel.
• Track and maintain annual auditors’ independence affirmation statements and “Audit Project Tracking Log” by assigning audit numbers and updating the audit status using Microsoft Access.
• Run audit project reports and share with audit managers prior to the bi-weekly managers meeting and issue and compile post-audit survey results and track for management review.
• Maintain a record of each auditor’s Continuing Professional Education (CPE) requirements and send quarterly reports to update staff on their progress toward meeting CPE requirements.
• Maintain and distribute updates to the BACS’ Auditors’ Manual.
• Develop good and cooperative relationships with agency executive staff, representatives from other State agencies, and others as appropriate. Develop positive working relationships with other OMH Central Office staff, and knowledge of other areas of OMH Central Office processes to successfully support Bureau needs.
• Annually request and update the contact list for Facility Internal Control Officers and Transportation Coordinators from all OMH facilities.
• Assist with data entry associated with the facility internal control risk assessment as needed and update applicable databases.
• Schedule employee interviews and assist in the new hire process (i.e., employee on-boarding and act as the liaison with OMH Central Office Personnel Services by submitting performance evaluations, compressed work schedules, and telecommuting applications as needed.
• Other duties as assigned.

Minimum Qualifications Candidates must be employed by New York State to be eligible to apply for this position.

Transfer Opportunity:
Candidates must have permanent or contingent-permanent status as an Administrative Assistant 2, Grade 15, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law by having at least one year of permanent or contingent-permanent service in a qualifying title within two salary grades of the Grade 15 level.

Additional Comments The Bureau of Audit is conveniently located in independent offices on the grounds of the Capital District Psychiatric Center at 75 New Scotland Avenue, Albany, New York

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.

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.

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

How to Apply

Name Jenna Hart

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 #220300 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.