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Review Vacancy

Date Posted 10/26/18

Applications Due11/10/18

Vacancy ID61001

AgencyMental Health, Office of

TitleSecretary 1, Central Office;

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40324 to $49417 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 Erie

Street Address Office of Mental Health, Western New York Field Office

737 Delaware Avenue, Suite 200

City Buffalo


Zip Code14209

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

Candidates must have permanent status as a Secretary 1, Grade 11, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law. In order to be eligible for a 70.1 transfer, candidates must have one year of permanent competitive or 55-b/55-c service in a qualifying Grade 9 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.

Duties Description The Office of Mental Health (OMH) is currently recruiting to fill a Secretary 1, Grade 11, vacancy in the Western New York Field Office located in Buffalo, 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:

Provide clerical and technical support to the Field Office, which includes: handling incoming telephone calls and greeting visitors to the Western New York Field Office to determine the nature of their visit; fielding complaint calls and enter their information into the appropriate tracking system and referring to the complaint director for immediate attention as needed; handling incoming and outgoing mail and faxes, including: sorting, date stamping, and distribution among Field Office staff members.

Prepare, type, and distribute the weekly staff schedules for the following week. Prepare various correspondence for staff members as requested. Sort and distribute paychecks and send confirmation to the Consolidated Business Office in Albany.

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.

Provide administrative support to the Child & Family Regional Program Coordinator, AOT Coordinator and licensing team.

Coordinate training sessions for various units within the Field Office by: making travel arrangements, completing all travel paperwork and accessing the SFS system to enter travel expense reports; coordinating 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; copying and collating materials and phone inquiries; and coordinating training sessions for the various units within the Field Office by creating email lists, mailings, coordinating registration, arranging for lunches and refreshments, ordering materials, scheduling training rooms, and ensuring needed electronic equipment is available.

Complete other miscellaneous office duties including: ordering office supplies from the facility storehouse and 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 Secretary 1 will be the office contact person for telephone issues, building issues, and other Field Office maintenance inquiries and technological issues. The Secretary 1 will provide office coverage when the Secretary 2 is out of the office.

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 as an attachment in Microsoft Word or PDF format to Please include the title of the position and Vacancy ID #61001 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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