Administrative Specialist​/Trainee; NY HELPS); Blaisdell ATC)

The incumbent will be responsible for administrative duties for the Director, Assistant Director, and facility. Duties include, but are not limited to:

• Providing administrative support to the program.
• Filing, setting up and maintaining filing systems and ensuring confidentiality of sensitive personnel records.
• Creating, maintaining, and entering information into spreadsheets and databases.
• Completing reports such as Metro Card, Incident Report Log, and other relevant databases.
• Preparing correspondence, drafting responses and preparing routine letters and memoranda.
• Maintaining calendars; coordinating and scheduling meetings and making arrangements for meeting space, conference call, video conference or Web Ex.
• Making travel arrangements.
• Using various information technology applications such as email, database, spreadsheets and word processing applications.
• Answering and directing telephone calls.
• Tracking and timely completion of the staffs’ annual performance evaluations and probationary reports while maintaining confidentiality at all times.
• Receiving, opening, reviewing and distributing all incoming mail.
• Covering the functions of the front desk.
• Functioning as the liaison with OASAS Office of Human Resources Management for all newly hired staff and completion of all needed documents, including orientation.
• Liaison with the host psychiatric center to process purchasing requests for the facility, as well as following up physical plant repairs that are needed for health and safety purposes.
• Ensuring that office supplies for the facility are regularly inventoried and ordered as needed for all staff.
• Utilizing the SFS system for necessary purchases, receiving, staff travel, etc., and other tasks as assigned.
• Operating office equipment such as fax, copiers, computers and phone system and train staff on the use.
• Preparing for monthly meetings and record minutes.
• May coordinate work orders and other related tasks.
• May supervise other clerical staff and provide training and orientation to new staff.
• Overseeing the Medical Records department (requests, filing, storage, etc.).
• Performing other job-related duties as assigned.

• Providing administrative support to the program.
• Filing, setting up and maintaining filing systems and ensuring confidentiality of sensitive personnel records.
• Creating, maintaining, and entering information into spreadsheets and databases.
• Completing reports such as Metro Card, Incident Report Log, and other relevant databases.
• Preparing correspondence, drafting responses and preparing routine letters and memoranda.
• Maintaining calendars; coordinating and scheduling meetings and making arrangements for meeting space, conference call, video conference or Web Ex.
• Making travel arrangements.
• Using various information technology applications such as email, database, spreadsheets and word processing applications.
• Answering and directing telephone calls.
• Tracking and timely completion of the staffs’ annual performance evaluations and probationary reports while maintaining confidentiality at all times.
• Receiving, opening, reviewing and distributing all incoming mail.
• Covering the functions of the front desk.
• Functioning as the liaison with OASAS Office of Human Resources Management for all newly hired staff and completion of all needed documents, including orientation.
• Liaison with the host psychiatric center to process purchasing requests for the facility, as well as following up physical plant repairs that are needed for health and safety purposes.
• Ensuring that office supplies for the facility are regularly inventoried and ordered as needed for all staff.
• Utilizing the SFS system for necessary purchases, receiving, staff travel, etc., and other tasks as…