NY HELP Yes
Agency Mental Health, Office of
Title Administrative Assistant 1/Administrative Assistant Trainee (NY HELPS), Central Office;
Occupational Category Clerical, Secretarial, Office Aide
Salary Grade 11
Bargaining Unit ASU - Administrative Services Unit (CSEA)
Salary Range From $47695 to $58447 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 4 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? No
County Albany
Street Address NYS Office of Mental Health
75 New Scotland Avenue
City Albany
State NY
Zip Code 12208
Duties Description The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, Grade 11/Administrative Assistant Trainee, NS, position assigned to the Administrative Support Services Group (ASSG), Facility Support Services. The Albany ASSG office is responsible for the statewide administration of the Revitalization Program which consists of five regionally based "Revite" teams and several state capital funded special projects teams consisting of approximately 100 employees statewide. The incumbent of this position will be responsible for providing administrative support for the day-to-day operations of the Revite program including: handling personnel related issues, recruitment, onboarding, financial tracking, labor tracking, training records, scheduling of meetings, fleet vehicle management, and data entry. Specific duties to be performed may include, but are not limited to the following:Act as a direct point of contact for program field supervisors located throughout the state and assist them with personnel related transactions through the review of paperwork prior to submittal to Personnel.Serve as personnel/payroll liaison for Revite teams and assist with the hiring of new employees and ongoing administrative support of approximately 100 existing employees.Assist Revite Program Manager with the management of financial tracking databases which track spending for capital funded projects through the logging of expenses and generation of reports as requested, as well as reconcile project spending with detailed funding source information into the State Financial System (SFS).Maintain a database that tracks program related travel expenses, assure travel costs are associated with the correct work team or special fund project, and generate reports as requested.Provide guidance for proper completion of travel vouchers and act as Statewide Financial System (SFS) proxy for the submission of travel related expenses.Monitor program compliance with mandatory training requirements, distribute training materials to all teams and ensure that training completion is reported in a timely manner. Assist all bureaus within ASSG with various tasks including phone coverage, mail distribution, ordering office supplies, maintaining staff and team itinerary calendars, maintaining hard copy and electronic files, and track and file purchase requisitions for the BED&I Director.Coordinate with OMH facility managers to plan "Revite" team facility visits to obtain resource requests, schedule assessment meetings, and develop a schedule and materials list. Follow up after each visit to evaluate performance.
Minimum Qualifications Non-Competitive Minimum Qualifications Under the NY HELPS Program:Adminiistrative Assistant Trainee 1: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.Administrative Assistant Trainee 2: One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.Administrative Assistant 1 (G-11): Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. ***Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.Transfer:Candidates must have permanent status as an Administrative Assistant 1, Grade 11 and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law.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.
Additional Comments The Administrative Support Services Group is conveniently located in independent offices on the grounds of the Capital District PC at 75 New Scotland Avenue, Albany, New York. The starting salary for this position will vary based on the selected candidate's education and/or experience. Candidates appointed at a trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary:$40,391 (Administrative Assistant Trainee 1)$45,081 (Administrative Assistant Trainee 2)$47,695 (Administrative Assistant 1, full performance level)For current New York State employees, the starting salary is based on the candidate's salary at the time of hire.Employment with New York State offers unmatched benefits, individual support, and career mobility for motivated individuals including: NYS pension and retirement programs; annual cost of living and performance advance increases; comprehensive medical, dental, and vision plans; flexible spending accounts for health and dependent care; paid time off, including thirteen paid holidays per year, and paid personal leave, vacation leave, and sick leave.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.This position may be designated 55 b/c and is subject to verification of applicant eligibility.This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of NY HELPS, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.At a future date, it is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.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.
Some positions may require additional credentials or a background check to verify your identity.
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 Applying To 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 #208686 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.
