44 Holland Avenue
Minimum Qualifications Candidates must be employed by New York State to be eligible to apply for this position.
Candidates must have permanent status as an Administrative Assistant 1 (formerly Secretary 1), Grade 11, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law to the Administrative Assistant 1 title; OR be eligible to transfer via Section 70.1 of the Civil Service Law into the trainee levels (Administrative Assistant Trainee 1 or 2). In order to be eligible for a 70.1 transfer, candidates must have one year of permanent competitive service in a qualifying Grade 6 to 13 title.
Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.
In addition, a two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, was 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 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.
Candidates should possess proficiency with computers and information technology, including Microsoft Outlook, Word, Power Point, and Excel and excellent organizational, interpersonal, and communication skills, with the ability to multitask as necessary.
Duties Description The New York State Office of Mental Health (OMH) is recruiting to fill a Administrative Assistant 1, Grade 11/Administrative Assistant Trainee, NS, position assigned to the Office of Counsel, which administers legal advice and support for OMH’s Central Office, 23 facilities, and 2 research facilities located statewide. The incumbent will be responsible for providing administrative support to the Deputy Commissioner & Counsel and other attorneys within the Office. Specific duties to be performed may include, but are not limited to the following:
Open, review, sort and distribute the mail; log and track correspondence and update the mail log.
Type letters, briefs, and memoranda; work in Microsoft Word, Power Point, and Excel to review documents for completeness.
Gather appropriate information and prepare letters to OMH facilities on newly filed claims.
Answer the telephone, respond to questions concerning policies or procedures or direct calls to the appropriate staff member, and take messages.
Maintain scheduling and calendars of meetings for Office staff; schedule attorney meetings and travel and enter employee travel in the SFS system.
Assist with responses to discovery requests and search files and email for responsive matters.
Assist attorneys with responses to Freedom of Information Law (FOIL) and National Instant Criminal Background Check System (NICS) requests.
Maintain, oversee, track, and organize litigation and hearing files; utilize the Office’s litigation tracking system to log in new litigation, maintain an electronic system for monitoring the status of ongoing cases, and ensure that attorneys are keeping information current.
Assist all Executive Team administrative assistants with various tasks including phone coverage, record maintenance, mail distribution, ordering office supplies, maintaining hard copy and electronic files, and serve as backup administrative assistant for other Executive Team staff as needed.
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 $35,528 and, for current New York State employees, is based on the candidate’s salary at the time of hire.
Commencing on October 12, 2021, all OMH Central Office employees who are not subject to a mandatory vaccination requirement shall be tested for COVID-19 weekly unless they are fully vaccinated. Fully vaccinated means that two (2) or more weeks have elapsed since receiving either the second dose in a two-dose COVID-19 vaccination series (e.g., Pfizer-BioNTech or Moderna) or the first and only dose of a single-dose vaccine (e.g., Johnson & Johnson [J&J]/Janssen).
The Mission of the New York State Office of Mental Health is to promote the mental health of all New Yorkers, with a particular 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.
Some positions may require additional credentials or a background check to verify your identity.
44 Holland Avenue
Notes on ApplyingTo be considered, interested candidates should email a cover letter and resume in Microsoft Word or PDF format to firstname.lastname@example.org. Please include the title of the position and Vacancy ID #104937 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.