Administrative Assistant 1​/Trainee; Central Office

Duties Description

The Office of Mental Health is recruiting for an Administrative Assistant 1/Trainee for the Office of Hospital Care and Community Transitions. This position will be part of a new unit focused on improving care and care transitions for individuals with complex needs throughout the continuum of care (inpatient, psychiatry, Comprehensive Psychiatric Emergency Programs (CPEPS), and within the community). The incumbent will support the unit which is responsible for providing oversight, support, and Technical Assistance to Article 31 and Article 28 mental health emergency departments, CPEPS, and inpatient units around patient transport, evaluation, treatment, and discharge.

In addition, the incumbent will provide administrative support for the leadership team, as they roll-out their teams across the state, prioritize areas of focus, and develop high-quality programming. This position will support central office leadership with administrative support which includes scheduling and travel.

• Interact in person and by telephone, and handle and/or refer inquiries concerning work activities and projects.
• Organize records and other material as they are received; track assignments, as needed.
• Assist with coordinating the logistics for activities such as training, meetings, and Webinars.
• Schedule meetings and other activities/events.
• Order office supplies.
• Receive, record, and refer incoming correspondence and telephone calls.
• Prepare a variety of reports, documents, spreadsheets and correspondence using Word and Excel software.
• Coordinate meetings, make travel arrangements, and process all travel documentation.
• Maintain scheduling and calendars.

Non-Competitive Minimum Qualifications Under the NY HELPS Program:

This position includes an opportunity to serve in a traineeship and applicants will be appointed to the appropriate level based on their education and/or experience.

• Administrative Assistant Trainee 1 (starting salary $40,391):
  Six months 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*
• Administrative Assistant Trainee 2 (starting salary $45,081):
  One year 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*
• Administrative Assistant 1 (starting salary $47,695):
  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.

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.

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,…