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Review Vacancy

Date Posted 07/30/18

Applications Due08/14/18

Vacancy ID56565

AgencyMental Health, Office of

TitleOffice Assistant 2 (Keyboarding), Central Office;

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade09

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $36051 to $44311 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Onondaga

Street Address NYS Office of Mental Health, Central New York Field Office

545 Cedar Street, 2nd Floor

City Syracuse


Zip Code13210

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 Office Assistant 2 (Keyboarding), Grade 9, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law.

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.

Duties Description The Office of Mental Health (OMH) is currently recruiting to fill an Office Assistant 2 (Keyboarding), Grade 9, vacancy in the Central New York Field Office located in Syracuse, NY. The incumbent reports to the Field Office Director’s Secretary and will be responsible for essential administrative functions in support of the Field Office’s operations. Specific duties to be performed may include, but are not limited to, the following:

Handle incoming telephone calls and greet visitors to the Field Office.

Process all incoming and outgoing mail and faxes, including: sorting, date stamping, and distribution among Field Office staff members. Urgent correspondence must be noted as such to ensure a timely turnaround response.

Perform all office copying, update necessary lists (county directors, staff lists, etc.), file, and assist staff members with the organizing, scanning, and purging of files and records, including those of a confidential nature. All HIPAA and PHI confidentiality regulations must be followed.

Request staff schedules for the following week then type and distribute the weekly schedule. Attend staff meetings and take minutes.

Organize meetings, workshops, trainings and events by: setting up meeting with Central Office, other State agencies and county providers; handling the setting up and registration at large workshops; coordinating mass mailings and emails; and copying and collating materials and phone inquiries.

Coordinate training sessions for the various units within the Field Office by: creating email lists and mailings; coordinating registration; arranging for lunches and refreshments; ordering needed materials; scheduling training rooms; and ensuring required electronic equipment is available.

Make travel arrangements for staff members. Act as the Statewide Financial System (SFS) administrator to add/delete staff and enter travel vouchers for all Field Office employees.

Prepare assorted correspondence for staff members as requested.

Provide assistance to the Residential Treatment Facility (RTF) Specialist by: maintaining a tracking system for RTF referrals and filing pertinent RTF information as it is received; preparing bed reservation forms for signature and tracking certification paperwork for RTF and Family Based Treatment Programs; purging RTF files as needed; and assisting the RTF Specialist with updating the application process.

Complete other miscellaneous office duties including: ordering office supplies from the facility storehouse, maintaining the organization of the workroom and storeroom, monitoring the distribution of facility keys to staff members, and performing data entry into various systems. Along with the Secretary 2, the Office Assistant 2 (Keyboarding) will be the office contact person for telephone issues, building issues, and other Field Office maintenance inquiries and technological issues.

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

Name Nicole Swankey


Fax (518) 486-3897



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 Please include the title of the position and Vacancy ID #56565 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.

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