Administrative Assistant​/Trainee, Office

2 days ago Be among the first 25 applicants

This range is provided by New York State Office of Mental Health. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$47,695.00/yr - $58,447.00/yr

The Office of Mental Health (OMH) is recruiting to fill one Administrative Assistant 1, Grade 11, position in the Division of Crisis Services. The Division will be responsible for designing, implementing and overseeing OMH crisis services and coordinating with other crisis response systems to fulfill the vision of a coordinated crisis system. The Division will be responsible for implementing the Behavioral Health Crisis Technical Assistance Center.

Under the general direction of the Director of the Division, the incumbents’ specific duties to be performed may include, but are not limited to, the following:

• Management of very active executive staff and senior staff calendars by scheduling meetings, appointments, interviews, reserving conference rooms, and assisting in conference room preparations.
• Prepare travel paperwork for approval submission and arrange travel for multiple employees - reserve hotel rooms, mass transit, fleet vehicles, or rental cars.
• Submit employee travel in the Statewide Financial System for reconciliation and reimbursement.
• Coordination for events as needed.
• Provide travel training and guidance for other administrative support team members and new support team members.
• Monitor central office administrative support email inbox for high-priority information as well as ensure and maintain the confidentiality of communications and documentation.
• Format and proofread Word and PDF documents onto letterhead.
• Moving documents through approval levels.
• Answer and screen phone calls.
• Perform routine clerical tasks such as distribution of mail, copying, faxing, filing, scanning, maintaining office and printer supplies.
• Ensure daily operation functions are adequately covered.
• Update division organizational chart and phone list, including personal Webex call in #s.
• Onboard/offboard new employees.
• Tracking and managing routine business transactions.
• Assembling and coordinating background materials for meetings and conferences.
• Interacting, in-person and by telephone, with staff from OMH facilities and other agencies, community providers, constituent groups, recipients and families.
• Supporting general administrative processes, including collaborating to identify and implement new processes as needed.
• The incumbent will be expected to keep a continuous knowledge of updated software to complete the tasks.
• Other duties as assigned.

• 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.
• Non-Competitive:
  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.
• Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
• In addition, a new two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, has been 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 each 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.

The starting salary for this position will vary based on the selected candidate’s education and/or experience. Candidates appointed at a trainee…