Administrative Assistant 1/administrative Assistant

2 weeks ago

New York, United States NYS Office of Mental Health Full time

If you value job security, work life balance, and opportunities for growth, join us at the New York State Office of Mental Health as an Administrative Assistant 1 to receive all of that and more

**Who We Are**:
New York State has a large, multi-faceted mental health system that serves more than 700,000 individuals each year. OMH operates psychiatric centers across the State. OMH also regulates, certifies and oversees more than 4,500 programs, operated by local governments and nonprofit agencies. Our mission is to promote the mental health of all New Yorkers, with a particular focus on providing hope and recovery for adults with serious mental illness and children with serious emotional disturbances.

**What We Offer**:

- NYS pension and retirement programs
- Comprehensive medical, dental, and vision plans
- Flexible spending accounts for health and dependent care
- Paid time off, including thirteen paid holidays per year, personal leave, vacation leave, and sick leave

**What We Stand For**:
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.

**DUTIES DESCRIPTION**:
OMH’s New York City Field Office (NYCFO) is looking for a highly motivated and organized individual who is able to work well both independently and as part of a team, and enjoy a busy, challenging and creative work environment. The Administrative Assistant 1 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:

- 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 with OMH Commissioner’s Office and various divisions and bureaus to ensure timely communication and coordinate meetings, teleconferences and conference calls.

**MINIMUM QUALIFICATIONS**:
The listed starting salary of $49,706 includes a $3,400 Location Pay adjustment. The starting salary for a G-11, CSEA position is $46,306.

In addition, a two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, was approved effective October 31, 2019. Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to Administrative Assistant 1, G-11.

**Additional Comments**: Specific scheduled hours and telecommuting availability f

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