Administrative Specialist I

Research Foundation for Mental Hygiene, Inc.; City of Albany (NY); On-site; USD 64,000 - 73,000; Full time

Job summary

The Research Foundation for Mental Hygiene, Inc. is seeking an Administrative Specialist 1 for the Office of Addiction Services and Supports in Albany, NY.

The role involves coordinating procurement, drafting contracts, and managing entries in the financial system while ensuring compliance with state and agency policies. Minimum qualifications include a combination of years of admin experience and levels of education (Associates, Bachelor’s, Master’s, or JD).

Qualifications

• 6+ years of professional administrative and staff support, or degree-based path alternatives.
• Candidates may meet the minimum with an Associates, Bachelor’s, Masters, or JD and related admin experience.
• Experience with procurements, contracts, or grants is preferred.
• Experience with financial software (Statewide Financial System or similar) and the purchase requisition process.

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 agency policies and laws.
• Create, amend, and execute contract entries within the Agency-specific platform in SFS.
• Create purchase requisitions, purchase orders, and contracts in SFS using coding from Budget Unit.
• Conduct vendor responsibility reviews and coordinate with providers and OSC as needed.

Education

Associates degree + 4 years experience

Bachelor's degree + 2 years experience

Masters degree + 1 year experience

J.D.

Tools

Microsoft Word

Microsoft Excel

Microsoft Teams

Adobe Acrobat Pro

Job description

POSITION ANNOUNCEMENTAdministrative Specialist 1Salary 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

• 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 Associates degree and 4 years of experience providing professional administrative and staff support through oversight of an organization or program area activities, OR Bachelors degree and 2 years of experience providing professional administrative and staff support through oversight of an organization or program area activities, OR Masters 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 e