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Review Vacancy

Date Posted 11/01/19

Applications Due11/24/19

Vacancy ID75705

AgencyMental Health, Office of

TitleAdministrative Assistant 1/Trainee, Central Office;

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $41130 to $50405 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address NYS Office of Mental Health

44 Holland Avenue

City Albany

StateNY

Zip Code12229

Minimum Qualifications Candidates must be eligible to transfer via Section 70.1 of the Civil Service Law by having at least one year of permanent competitive service in a qualifying title within two salary grades of this position. Please note: A keyboarding performance test may be required before appointment.

In addition, a new two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, has been 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 each 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 the Administrative Assistant 1, G-11.

Duties Description The Office of Mental Health (OMH) is recruiting to fill a Administrative Assistant 1/Trainee, Grade 11, in the Office of the Medical Director, Bureau of Health Services (BHS). The incumbent will be responsible for providing administrative support to the Bureau Director and professional staff members as well as providing support services to the Bureau of Psychiatric Services (PS). Specific duties to be performed may include, but are not limited to, the following:

Provide general secretarial support for the Bureau of Health Services and Psychiatric Services, including fielding and screening calls (multi-line), fax and mail document processing and distribution, document preparation, and taking meeting minutes as required. Serve as back-up administrative support to the Chief Medical Informatics Officer.

Organize and schedule meetings, for attendance in person, by phone, by video and/or by web and distribute email invitations to same.

Prepare a variety of reports, documents, spreadsheets and correspondence using Word and Excel software.

Submit completed SFS travel documents for BHS and PS and assist in claims resolution.

Manage the BHS procurement card including reconciling statements and processing claims with SFS.

Procure office supplies and BHS equipment as required (purchase orders, requests, vouchers, charge reconciliation). Submit approved requests for access and information technology hardware.

Maintain BHS subscriptions and collect and summarize statewide pharmacy expenditures by facility monthly.

Maintain the BHS weekly schedules/calendar and collect and assure completion of BHS time and accrual records.
Serve as the point of contact for state pool van and required documentation including driver License Event Notification System (LENS) enrollment.

Develop and maintain an office filing system and computer files.

As available, assist in the set up for health related centralized meetings and events at 44 Holland, for example the Meetings of the Clinical Directors, Infection Preventionists, and the Statewide Grand Rounds or the annual influenza vaccination clinics.

Provide orientation and local training to the temporary services employee as needed. This may include general orientation, network and building access, Outlook 365 overview and meeting scheduling procedures, multi-line phone operation and reporting for BHS.

Additional Comments 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 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.

Name Kimberly Chapman

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 #75705 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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