Administrative Assistant 1/Administrative Assistant Trainee, Central Office;

Minimum Qualifications

Non-Competitve Appointment

Candidates must have 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

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.

Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.

Duties Description

The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, Grade 11, position in the Long Island Field Office located in West Brentwood, New York. The incumbent will be responsible for essential administrative functions in support of the Field Office Office’s operations.

Specific duties to be performed may include, but are not limited to, the following:

Answer incoming phone calls and direct to appropriate team members. Function as an assistant to the Field Office Director maintaining schedules, coordinating travel, processing requests through the State Financial System (SFS), assisting with final drafts and coordinating major project deliverables. Develop and coordinate office procedures, management and tracking systems in all high-priority areas including personnel, certification scheduling, and incident and audit tracking, as well as overseeing office filing systems. Organize meetings and assist with the coordination of regional conferences and events; Schedules regular and ad hoc meetings on behalf of the Director and for the staff. Draft clear, concise and accurate reports and correspondence, design formats for data collection, assist with analysis, and submit reports on behalf of the Director. Record meeting minutes and generate accurate and timely reports that outline discussion and identify next steps. Coordinate Personnel activities including orientation, mandated and in-service training and support to new and existing staff regarding policies, equipment, software, travel, time and attendance, schedules, car scheduling and maintenance, and assists in onboarding and offboarding staff. Ensure the office environment is safe, functional and comfortable and address any environmental or equipment issues as they arise. Maintain logs for all vehicles assigned to the Field Office and ensure that all vehicles are inspected on time and services as needed. Provide ongoing support and supervision to temporary support staff and assign duties and responsibilities in addressing workload issues to ensure all deadlines are met. Communicate by phone, mail, e-mail, fax and in person with: Directors of Community Service, agency directors and staff, recipients and families to ensure that requests for information, complaints and incidents are channeled quickly and appropriately. Communicate with OMH Commissioner’s Office and various divisions and bureaus to ensure timely communication and coordinate meetings, teleconferences and conference calls.

Additional Comments

The Mission of the New York State Office of Mental Health (OMH) 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 the unique attributes and skills of all employees are valued and utilized to support the mission of the Agency. OMH is an equal opportunity/affirmative action employer.