Administrative Assistant​/Trainee; NY HELPS), Office

Duties Description

The Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1/Trainee, Grade 11, position in the Office of Financial Management, the Office of Financial Management, State Operations Finance Group. This Group is responsible for collecting $1.3B revenue generated annually by OMH as a provider of behavioral health services in NYS. The Administrative Assistant 1 plays a key role in supporting the five Patient Resources Offices across the State along with the Operations Support Unit.

Duties of the position include, but are not limited to, the following:

• Scheduling and confirming meetings.
• Answering telephones, taking messages and transferring calls to the appropriate individuals.
• Opening, reading, routing and distributing incoming mail.
• Ordering, distributing and maintaining stock of office supplies and forms within the office.
• Supporting professional level staff with insurance inquiries, file folder creation, report generation, filing hard copies of reports and paper files, and various other administrative tasks.
• Assisting with a document archival project, including the organization and digitization of office files and filing cabinets within the OSU.
• Providing support or leading various special projects, as assigned.

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.

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). 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, G-11.

Employment with New York State offers unmatched benefits, individual support, and career mobility for motivated individuals including: NYS pension and retirement programs; annual cost of living and performance advance increases; comprehensive medical, dental, and vision plans; flexible spending accounts for health and dependent care; paid time off, including thirteen paid holidays per year, and paid personal leave, vacation leave, and sick leave.

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