Position Information

NY HELPYes

AgencyMental Health, Office of

TitleAdministrative Assistant 1/Trainee, Central Office;

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $47695 to $58447 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address New York State Office of Mental Health

75 New Scotland Avenue

City Albany

StateNY

Zip Code12208

Job Specifics

Duties Description The Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1/Trainee, Grade 11, position in the Bureau of Procurement Services (BPES).

The Administrative Assistant 1 serves as the Administrative Assistant 1 to the Director of BPES, and will act as a liaison among key executives, staff, other employees, and the public, and will be responsible for the day-to-day administrative functions of the Unit.

Duties are wide-ranging and include, but are not limited to, the following:

• Receiving/distributing all BPES-wide bulletins/announcements, coordinating all BPES-wide initiatives
• Handling sensitive and complex telephone calls from various executive departments in Central Office, facility managers, vendors, OSC, etc.
• Answering/directing incoming phone calls
• Managing various group email mailboxes
• Managing/distributing office mail
• Maintaining office equipment
• Maintaining electronic office files including copying/scanning of miscellaneous correspondence
• Coordinating/arranging meetings
• Record maintenance, organization, and coordination
• Other program-specific activities and assignments

Minimum Qualifications The selected candidates 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. This position includes an opportunity to serve in a traineeship, and applicants will be appointed to the appropriate level based on their experience, certification, and education.

Non-Competitive Opportunity:
Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes the use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant Trainee 2: One year of experience in administrative support, which includes the use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant 1: 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 OR certification (e.g., IAAP Certified Administrative Professional) OR associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

Transfer Opportunity:
Candidates must have permanent status as an Administrative Assistant 1 (formerly Secretary 1), Grade 11, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law to the Administrative Assistant 1 title; OR be eligible to transfer via Section 70.1 of the Civil Service Law into the trainee levels (Administrative Assistant Trainee 1 or 2). In order to be eligible for a 70.1 transfer, candidates must have one year of permanent competitive or 55b/c service in a qualifying Grade 6 to 13 title.

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) demonstrated by passing the Keyboarding Performance Test.

A two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11.

Additional Comments The salary listed applies to candidates appointed to Administrative Assistant 1, SG-11. The salary for candidates appointed to Administrative Assistant Trainee 1 starts at $40,391 and, for current New York State employees, 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 employee's unique attributes and skills are valued and utilized to support the mission of the Agency. OMH is an equal opportunity/affirmative action employer.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
For the duration of the NY HELPS Program, 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
At a future date (within one year of permanent appointment), it is expected 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 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.
Specific scheduled hours and telecommuting availability for this position will be discussed during the interview process. The number of permissible telecommuting days for each employee will be determined by the current work demands/assignments, as well as program operational needs and employee performance/productivity, but may not exceed 50% telecommuting in a two-week payroll period.

$40,391 (Administrative Assistant Trainee 1)
$45,081 (Administrative Assistant Trainee 2)
$47,695 (Administrative Assistant 1)

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

How to Apply

Name Kimberly Polanco

Telephone

Fax (518) 486-3897

Email Address OMHHRM@OMH.NY.GOV

Address

Street NYS Office of Mental Health

44 Holland Avenue

City Albany

State NY

Zip Code 12229

 

Notes on ApplyingTo be considered for this position, interested candidates should email a cover letter and resume as an attachment in Microsoft Word or PDF format to omhhrm@omh.ny.gov. Please include the title of the position and Vacancy ID #203335 in the subject line of your email when applying.

You are advised that, should you accept a job offer with the Office of Mental Health, you may be required to be fingerprinted and pay a fingerprint fee.