Administrative Specialist 1​/Trainee; Central Office

Administrative Specialist 1

The Office of Mental Health (OMH) is recruiting for an Administrative Specialist 1, Grade 18, position within the Division of Community Program Policy & Management. The Administrative Specialist 1 will manage business services, budgeting, and personnel activities; serve as the Office's point of contact with the bureau managers, other agency staff, and external entities; and supervise and coordinate office services. The incumbent will work with substantial independence to support the professional operational and administrative work of the Division staff.

Duties will include but are not limited to, the following:

• Serve as Division of Community Program Policy & Management. Communicate by phone, mail, e-mail, fax and in person with a variety of individuals, including executive and program staff from OMH facilities, other State agencies, community providers, constituent groups, recipients and families
• Manage inquiries and requests, including requests for meetings
• Clarify and interpret general procedures and practices within the division to managers and staff
• Work in cooperation with human resource liaison to answer any questions regarding agency policies and practices
• Field concerns from a variety of individuals and groups and involves the appropriate bureau head as appropriate
• Ensure and maintain confidentiality regarding sensitive matters, such as personnel and labor relations issues and contact with external customer groups, requiring advanced organizational knowledge and savvy in regards to the protocols required for various internal and external contacts, interactions and activities.
• Develop, maintain and update administrative forms and/or office procedures for the division
• Develop and implement record-keeping systems and controls
• Oversee the maintenance of the Senior Deputy Commissioner's detailed calendar in coordination with the Executive Deputy Commissioner and OMH Commissioner's Executive Assistants
• Ensure all paperwork associated with calendar events and travel arrangements is completed
• Perform staff services for executive staff and program managers
• Initiate and prepare all Requests to Fill (RTFs) vacancies, reviewing each request to make certain that it accords with the Office's approved staffing plan
• Assist with divisional inter-bureau communication (shared wellsite maintenance, scheduling of training/updates on important issues and priorities)
• Ensure paperwork for Central Office is completed accurately and within specified time frames
• Track & facilitate completion of Probation and Performance Evaluations for division employees to ensure proper steps are being taken for successful completion
• Assist with the development of the divisional spending plan
• Resolve day-to-day operational problems as they arise and coordinate with the Deputy Commissioner on weekly and, if needed on a more frequent basis, to resolve schedule and other conflicts so that prioritized work is accomplished
• Other duties as assigned

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Specialist Trainee 1:
Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Substitution:
An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience.
Administrative Specialist Trainee 2:
Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Substitution:
An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience; a master's degree may substitute for five years of specialized experience.
Administrative Specialist 1:
Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Substitution:
An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience; a master's degree may substitute for five years of specialized experience; and a J.D. may substitute for six years of specialized experience.
REASSIGNMENT

QUALIFICATIONS:

Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1, if less than one year, you must be currently reachable on the Administrative Specialist 1 eligible list for the Albany location if one exists.
COMPETITIVE

QUALIFICATIONS:

You must be reachable on the current eligible list or eligible for transfer.
70.1 TRANSFER

QUALIFICATIONS:

One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.
52.6 TRANSFER

QUALIFICATIONS:

One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar…