Administrative Specialist I

Rfmh; City of Albany (NY); On-site; USD 64,000 - 73,000; Full time

Job summary

The Research Foundation for Mental Hygiene, Inc. (RFMH) seeks an Administrative Specialist 1 in Albany to support OASAS funding administration and procurement processes.

You will draft contracts, process entries, and coordinate with Budget and OSC staff to ensure compliance with state and federal rules. Ideal candidates will have strong organizational, writing, and interpersonal skills, with proficiency in Microsoft Office.

Qualifications

• 6 years of experience providing professional administrative and staff support through oversight of an organization or program area activities.
• Associate's degree and 4 years of experience providing professional administrative and staff support through oversight of an organization or program area activities.
• Bachelor's degree and 2 years of experience providing professional administrative and staff support through oversight of an organization or program area activities.
• Master's degree and 1 year of experience providing professional administrative and staff support through oversight of an organization or program area activities.
• J.D.

Responsibilities

• Work with Agency staff to plan upcoming procurement and contracting opportunities and identify provider needs.
• Draft and distribute proposed grant contracts to providers for execution under appropriate rules, regulations, and agency policies established by the OASAS, and mandated State and Federal laws.
• Create, amend, and execute contract entries within the Agency-specific platform.
• Work with staff in Budget of Budget Management to ensure appropriate funding is available and receive coding to use in the Statewide Financial System (SFS).
• Create purchase requisitions, purchase orders, and contracts in SFS using coding received by Budget Unit.
• Conduct vendor responsibility reviews to ensure providers conduct business appropriately; may include communication with providers and other Agencies to address inquiries or issues.
• Submit procurement contracts to the Office of the New York State Comptroller (OSC) for review and respond timely to OSC inquiries.
• Ensure that procurement records and related documents are accurate and complete, and that all mandatory requirements have been met and are properly maintained.
• Knowledge of and experience with Microsoft Office programs.
• Any other assigned task as necessary.

Skills

Organizational skills

Writing skills

Oral communication

Interpersonal skills

Education

Associate's degree

Bachelor's degree

Master's degree

J.D.

Tools

Microsoft Office

Job description

POSITION ANNOUNCEMENT

Administrative Specialist 1

Salary Grade 18: $64,308 - $73,443

The Research Foundation for Mental Hygiene, Inc. is seeking qualified candidates to fill the position of Administrative Specialist 1 in the Office of Addiction Services and Supports (OASAS), Division of Fiscal Administration in its administration of initiatives supported by the Opioid Settlement Funds. The initiatives are designed to develop and enhance prevention, harm reduction, treatment and recovery services throughout the state through competitive Request for Application (RFA) processes. A successful candidate will have the ability to adapt to a fast-paced work environment with changing needs and priorities; and possess strong organizational, writing, oral communication, and interpersonal skills.

Responsibilities include but are not limited to:

• Work with Agency staff to plan upcoming procurement and contracting opportunities and identify provider needs.
• Draft and distribute proposed grant contracts to providers for execution under appropriate rules, regulations, and agency policies established by the OASAS, and mandated State and Federal laws.
• Create, amend, and execute contract entries within the Agency-specific platform.
• Work with staff in Budget of Budget Management to ensure appropriate funding is available and receive coding to use in the Statewide Financial System (SFS).
• Create purchase requisitions, purchase orders, and contracts in SFS using coding received by Budget Unit.
• Conduct vendor responsibility reviews to ensure providers conduct business appropriately; may include communication with providers and other Agencies to address inquiries or issues.
• Submit procurement contracts to the Office of the New York State Comptroller (OSC) for review and respond timely to OSC inquiries.
• Ensure that procurement records and related documents are accurate and complete, and that all mandatory requirements have been met and are properly maintained.
• Knowledge of and experience with Microsoft Office programs.
• Any other assigned task as necessary.

Minimum Qualifications:

• 6 years of experience providing professional administrative and staff support through oversight of an organization or program area activities, OR
• Associate's degree and 4 years of experience providing professional administrative and staff support through oversight of an organization or program area activities, OR
• Bachelor's degree and 2 years of experience providing professional administrative and staff support through oversight of an organization or program area activities, OR
• Master's degree and 1 year of experience providing professional administrative and staff support through oversight of an organization or program area activities, OR
• J.D.

Preferred Qualifications:

• Experience with the administration of procurements, contracts, or grants.
• Experience with financial software (Statewide Financial System or similar) and the purchase requisition process.
• Proficiency in Microsoft Word, Excel, Teams and Adobe Acrobat Pro.

Location: 1450 Western Avenue, Albany, NY 12203

Most candidates will start at the beginning of the salary range posted.

Sponsorship Policy: Applicants must be currently authorized to work in the United States. OASAS does not sponsor or assume sponsorship of employment visas at this time.

The Mission of the Research Foundation for Mental Hygiene, Inc. (RFMH) 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. RFMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, RFMH 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 that RFMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. RFMH is an equal opportunity/affirmative action employer.

The Research Foundation is a private not-for-profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. Excellent Benefits Package. Affirmative Action/Equal Opportunity Employer – Disabled/Veteran, 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a) compliant.