Administrative Assistant 1 (NY HELPS), Central Office;

New York State Office of Mental Health; City of Albany (NY); On-site; USD 42,000 - 50,000; Full time

Benefits offered by this job

Parking

Job summary

The New York State Office of Mental Health (OMH) is seeking an Administrative Assistant 1, G-11, stationed in Albany. The role supports the Bureau of Audit and Compliance Services with clerical duties, scheduling, travel arrangements, and documentation management.

Responsibilities include handling correspondence, maintaining filing systems, preparing reports, and assisting with data entry and staff coordination.

Qualifications

• Two years of experience in administrative support, including customer service, business writing, and office administration.
• Proficiency with office software (email, word processing) and common IT tools.

Responsibilities

• Manage day-to-day office needs and supply inventory.
• Maintain filing and tracking systems for documents, records and materials.
• Schedule meetings, manage calendars, and arrange travel/expense reports.
• Answer incoming calls, relay messages and ensure phone coverage.
• Prepare correspondence and reports using Word and Excel.
• Run audits project reports and share with managers for review.

Skills

Administrative support

Education

Associate degree

IAAP certification (or equivalent)

Job description

Duties Description

The New York State Office of Mental Health (OMH), Bureau of Audit and Compliance Services, is recruiting to fill an Administrative Assistant 1, G-11 position. The Bureau of Audit and Compliance Services is responsible for conducting financial and operational audits of State and local providers. Duties include, but are not limited to, the following:

• Manage the day to day needs of the office, including: keep an inventory of office supplies; maintain the bureau procurement card, order supplies, and retain appropriate supporting documentation; verify purchases in the Statewide Financial System; enter ITS tickets for shared equipment (i.e., conference room and copiers); and answer and direct all incoming phone calls, relay messages, and ensure phone coverage when not in the office.
• Receive, record and refer incoming correspondence and telephone calls
• Handle incoming communications, both electronic and hard copy. Maintain filing and tracking systems for correspondence, documents, records, and other materials.
• Request and prepare the weekly staff location sheet and vacation schedules including updates as needed.
• Maintain an organized file(s) of the internal control information received from senior staff and facility personnel.
• Assist staff by scheduling and coordinating meetings and managing staff calendars, and making travel arrangements and/or completing travel expense reports.
• Track and maintain staff telecommuting workplans.
• Prepare correspondence, reports, and other documents utilizing appropriate software such as Microsoft Word and Excel.
• Track and maintain annual auditors’ independence affirmation statements and “Audit Project Tracking Log” by assigning audit numbers and updating the audit status using Microsoft Access.
• Run audit project reports and share with audit managers prior to the bi-weekly managers meeting and issue and compile post-audit survey results and track for management review.
• Maintain a record of each auditor’s Continuing Professional Education (CPE) requirements and send quarterly reports to update staff on their progress toward meeting CPE requirements.
• Maintain and distribute updates to the BACS’ Auditors’ Manual.
• Develop good and cooperative relationships with agency executive staff, representatives from other State agencies, and others as appropriate. Develop positive working relationships with other OMH Central Office staff, and knowledge of other areas of OMH Central Office processes to successfully support Bureau needs.
• Annually request and update the contact list for Facility Internal Control Officers and Transportation Coordinators from all OMH facilities.
• Assist with data entry associated with the facility internal control risk assessment as needed and update applicable databases.
• Schedule employee interviews and assist in the new hire process (i.e., employee on-boarding and act as the liaison with OMH Central Office Personnel Services by submitting performance evaluations, compressed work schedules, and telecommuting applications as needed.
• Other duties as assigned.

Duties Description

The New York State Office of Mental Health (OMH), Bureau of Audit and Compliance Services, is recruiting to fill an Administrative Assistant 1, G-11 position. The Bureau of Audit and Compliance Services is responsible for conducting financial and operational audits of State and local providers. Duties include, but are not limited to, the following:

• Manage the day to day needs of the office, including: keep an inventory of office supplies; maintain the bureau procurement card, order supplies, and retain appropriate supporting documentation; verify purchases in the Statewide Financial System; enter ITS tickets for shared equipment (i.e., conference room and copiers); and answer and direct all incoming phone calls, relay messages, and ensure phone coverage when not in the office.
• Receive, record and refer incoming correspondence and telephone calls
• Handle incoming communications, both electronic and hard copy. Maintain filing and tracking systems for correspondence, documents, records, and other materials.
• Request and prepare the weekly staff location sheet and vacation schedules including updates as needed.
• Maintain an organized file(s) of the internal control information received from senior staff and facility personnel.
• Assist staff by scheduling and coordinating meetings and managing staff calendars, and making travel arrangements and/or completing travel expense reports.
• Track and maintain staff telecommuting workplans.
• Prepare correspondence, reports, and other documents utilizing appropriate software such as Microsoft Word and Excel.
• Track and maintain annual auditors’ independence affirmation statements and “Audit Project Tracking Log” by assigning audit numbers and updating the audit status using Microsoft Access.
• Run audit project reports and share with audit managers prior to the bi-weekly managers meeting and issue and compile post-audit survey results and track for management review.
• Maintain a record of each auditor’s Continuing Professional Education (CPE) requirements and send quarterly reports to update staff on their progress toward meeting CPE requirements.
• Maintain and distribute updates to the BACS’ Auditors’ Manual.
• Develop good and cooperative relationships with agency executive staff, representatives from other State agencies, and others as appropriate. Develop positive working relationships with other OMH Central Office staff, and knowledge of other areas of OMH Central Office processes to successfully support Bureau needs.
• Annually request and update the contact list for Facility Internal Control Officers and Transportation Coordinators from all OMH facilities.
• Assist with data entry associated with the facility internal control risk assessment as needed and update applicable databases.
• Schedule employee interviews and assist in the new hire process (i.e., employee on-boarding and act as the liaison with OMH Central Office Personnel Services by submitting performance evaluations, compressed work schedules, and telecommuting applications as needed.
• Other duties as assigned.

Minimum Qualifications

Non-Competitive Minimum Qualifications Under the NY HELPS Program:

Administrative 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 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:

$42,209 (Administrative Assistant Trainee 1)

$47,110 (Administrative Assistant Trainee 2)

$49,841 (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.

The Bureau of Audit is conveniently located in independent offices on the grounds of the Capital District PC at 75 New Scotland Avenue, Albany, New York. Covered parking is available for $60/year.