Administrative Assistant 1 / Administrative Assistant Trainee (NY HELPS), Central Office;

Administrative Assistant 1

The Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, G-11 / Administrative Assistant Trainee, NS, positions assigned to the Center for State and Community Workforce Development and Human Resources (SCWDHR), Bureau of Facility Personnel Services (FPS). FPS is responsible for most non-face-to-face personnel administration functions that facilitate effective staffing and appropriate patient care at 22 psychiatric centers, 2 research institutes, and 1 secure treatment and rehabilitation center located across New York State. The incumbent will be responsible for providing a full range of administrative support to FPS management and professional staff. They will manage the workflow for the Director of FPS operations and organize and coordinate activities of the Bureau. Specific duties to be performed may include, but are not limited to the following :

• Interact in person, by phone, mail and e-mail with a variety of individuals concerning Bureau activities and projects.
• Receive, review and distribute incoming mail. Review and distribute outgoing correspondence, making sure that appropriate protocols are followed. Screen incoming mail for assigned staff.
• Prepare a variety of reports, documents, spreadsheets, and general and confidential correspondence using Word, Excel, and PowerPoint software. Correct, format, and proofread documents for grammatical and typographical errors.
• Receive, record, and handle or refer incoming correspondence and telephone calls.
• Use various computer applications to prepare documents and reports and track data / processes as requested.
• Coordinate meetings, make travel arrangements, and maintain scheduling and calendars for Bureau staff. Process travel reimbursement for staff.
• Maintain the FPS filing systems along with other FPS support staff.
• Fulfill other support duties, as assigned.

This position is ideally suited for individuals who are highly motivated and organized, are able to work well both independently and as part of a team, are able to multitask, possess good customer service skills, and enjoy a busy, challenging and creative work environment. Candidates who have experience with, or who have an interest in learning, MS Word, Outlook, Access, Excel, PowerPoint, Visio and Adobe Acrobat are encouraged to apply.

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.

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 :

For current New York State employees, the starting salary is based on the candidate's salary at the time of hire. Specific scheduled hours for this position will be discussed during the interview process.

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.

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 may be 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 of 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.

Some positions may require additional credentials or a background check to verify your identity.