Administrative Assistant 1​/Administrative Assistant Trainee (NY HELPS), Central Office

Position: Administrative Assistant 1/Administrative Assistant Trainee (NY HELPS), Central Office;
Please note:

State agencies that contact job applicants do not usually request personal or financial information via text message or over the phone in connection with your response to a job posting. If you are contacted for such information by these methods, or any other method, please verify the identity of the individual before transmitting such information to that person.

Note:

For questions about the job posting, please contact the agency that posted this position by using the contact information provided on the "Contact" tab for the position.

Review Vacancy

Date Posted 07/28/26

Applications Due
08/12/26

Vacancy ID220722

* Basics

* Schedule

* Location

* Job Specifics

* How to Apply

NY HELPYes

Agency Mental Health, Office of

Title Administrative Assistant 1/Administrative Assistant Trainee (NY HELPS), Central Office;

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade
11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary Range From $40391 to $47695 Annually

Employment Type

Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address NYS Office of Mental Health

44 Holland Avenue

City Albany

StateNY

Zip Code
12229

Duties Description The Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, G-11/Administrative Assistant Trainee, NS, position assigned to the Center for State and Community Workforce Development and Human Resources (SCWDHR) Bureau of Facility Personnel Services (FPS). The incumbents will provide general clerical support in Facility Personnel Services including support in the FPS List and Transaction Units.

The FPS List Unit provides eligible and mandatory list canvassing and interview scheduling services for 26 OMH facilities and its Central Office. The FPS Transaction Unit reviews and submits payroll transactions for approximately 13,000 employees at 26 OMH facilities on 34 payroll agency codes. Specific duties to be performed may include, but are not limited to, the following:

Provide administrative support to the FPS List and Transaction Units.

Perform the List Canvassing function for several OMH facilities.

Utilize the Civil Service automated system to code lists, develop lists of acceptors for facility use, and finalize lists for Civil Service.

Review and enter personnel and payroll information submitted by OMH facility personnel offices into the NYSTEP (Civil Service) and Pay Serv (Office of the State Comptroller) systems.

Monitor transaction information submitted into NYSTEP and Pay Serv to ensure appropriate and timely processing of transactions.

Assist with exam related duties.

Maintain and update files.

Prepare correspondence, reports and other documents utilizing software such as Microsoft Word and Excel.

Maintain inventory and order supplies for the FPS List and Transaction Units, as necessary.

Interact by phone with various facilities and control agencies, including Civil Service.

Open, review, sort and distribute the mail in accordance with staff assignments. Review incoming correspondence and establish follow-up deadlines.

Respond to incoming calls, respond to questions concerning policies or procedures, and refer calls to appropriate staff member for technical information.

Minimum Qualifications 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 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.

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…