Administrative Assistant

Overview

Job Title: Administrative Assistant

Department: OMH

Reports to: Residential Program Care Manager

Location: In person/on site

Schedule: Monday – Friday, 9am – 5pm

Salary Range: $27.47 - $32.97

Formerly the Mental Health Association of New York City (MHA-NYC), Vibrant Emotional Health’s groundbreaking solutions have delivered high quality services and support, when, where and how people need it for over 50 years. Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone.

The Administrative Assistant supports the clerical and administrative needs of their assigned department. This position requires a proactive, detail-oriented and highly organized individual with the ability to manage a wide-range of administrative and executive support functions. The incumbent will function as an Executive Administrative Assistant to the NYSOMH New York City Field Office Director/Children’s Unit. The incumbent will develop and maintain clear procedures and protocols to create a work environment that allows Field Office staff to perform their job duties at the most efficient and effective level possible.

• Function as an assistant to the New York City Field Office Director/Children’s Unit staff maintaining schedules, coordinating travel, processing requests through the State Financial System (SFS), assisting with final drafts and coordinating major project deliverables.
• Develop and coordinate office procedures, management and tracking systems in all high-priority areas including personnel, certification scheduling, and incident and audit tracking, as well as overseeing office filing systems.
• Organize meetings and assist with the coordination of regional conferences and events;
  Schedules regular and ad hoc meetings on behalf of the Director and for the staff.
• Draft clear, concise and accurate reports and correspondence, design formats for data collection, assist with analysis, and submit reports on behalf of the Director. Record meeting minutes and generate accurate and timely reports that outline discussion and identify next steps.
• Coordinate Personnel activities including orientation, mandated and in-service training and support to new and existing staff regarding policies, equipment, software, travel, time and attendance, schedules, car scheduling and maintenance, and assists in onboarding and offboarding staff.
• Ensure the office environment is safe, functional and comfortable and address any environmental or equipment issues as they arise.
• Maintain logs for all vehicles assigned to the Field Office and ensure that all vehicles are inspected on time and serviced as needed.
• Communicate by phone, mail, e-mail, fax and in person with:
  Directors of Community Service, agency directors and staff, recipients and families to ensure that requests for information, complaints and incidents are channeled quickly and appropriately.
• Communicate with OMH Commissioner’s Office and various divisions and bureaus to ensure timely communication and coordinate meetings, teleconferences and conference calls.

The ideal candidate is highly organized, resourceful, and thrives in a fast-paced environment. They take initiative, anticipate needs, and approach tasks with a problem-solving mindset. Strong communication skills and discretion are essential, as they interact with various stakeholders and handle sensitive information. A commitment to teamwork and a proactive approach to administrative support will contribute to the success of the department.

• Bachelor’s degree preferred
• 3 years of administrative experience
• Proficiency in Microsoft Office Suite and Google Suite

• Must be able to remain in a stationary position 50% of the time
• Will constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer

We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant…