Administrative Assistant 2, Central Office;

Minimum Qualifications

Candidates must be employed by New York State to be eligible to apply for this position.

Candidates must have permanent status as a Administrative Assistant 2, Grade 15, 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.

Preferred candidates will be proficient working in the Microsoft Office Suite including Word, Excel, and PowerPoint.

Duties Description

The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 2, Grade 15, position in the New York City Field Office located in New York, New York. The incumbent will function as an assistant/office manager to the Field Office Director and staff in coordinating the many roles and responsibilities of the Field Office. The incumbent will develop and maintain clear procedures and protocols to create a work environment that allows Field Office staff to perform their job duties at the most efficient and effective level possible.

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

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 listed salary range of $61,446 - $73,537 includes a $3,400 Location Pay adjustment. The salary range for a G-15, CSEA position is $58,046 - $70,317.

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.

The Mission of the New York State Office of Mental Health is to promote the mental health of all New Yorkers, with a particular 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. The Office of Mental Health embraces diversity and promotes a workplace in which individual differences are recognized, appreciated, and respected. The New York State Office of Mental Health is an equal opportunity/affirmative action employer.