Administrative Assistant 1/Trainee, Central Office;

State of New York•Albany, NY

33d•$40,391 - $58,447•Onsite

About The Position

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. 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.

Requirements

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.
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.
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.

Responsibilities

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