Duties Description

The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, Grade 11/Administrative Assistant Trainee, NS, position assigned to the Administrative Support Services Group (ASSG), Facility Support Services, Environmental Revitalization Program (Revite). The Revite Downstate Special Projects team is responsible for the completion of OMH capital funded maintenance and construction projects within Long Island and the five boroughs of NYC. The team consists of approximately 35 employees who work within various construction trades-based items. The incumbent of this position will be responsible for providing administrative support for the day-to-day operations of the Revite Downstate Special Projects program including: handling personnel related issues, recruitment, onboarding, financial tracking, labor tracking, training records, scheduling of meetings, fleet vehicle management, and data entry. Specific duties to be performed may include, but are not limited to the following:

Provide office phone coverage and act as a direct point of contact for program manager, senior supervisor, and field supervisors.

Serve as personnel/payroll liaison for Special Projects team and assist with interview scheduling, hiring of new employees, onboarding, orientation, and ongoing administrative support of approximately 35 employees.

Assist Revite Program Manager and Special Projects Senior Supervisor with the management of financial tracking databases to track spending for capital funded projects, record procurement card expenses, generate reports as requested, and reconcile project spending with detailed funding source information into the State Financial System (SFS).

Assist with purchasing of office supplies and project materials, track order status, mailing and accept deliveries.

Monitor and authorize team vehicle usage logs. Store vehicle logs electronically and update vehicle tracker database. Assist with processing MV violations. Assist with scheduling vehicle service and repairs.

Provide guidance for proper completion of travel vouchers and act as Statewide Financial System (SFS) proxy for the submission of travel related expenses.

Monitor team compliance with mandatory training requirements, assist with distribution of training attestations to all team members and ensure that training completion is reported in a timely manner.

Assist with monitoring and tracking of employee time and attendance and leave request scheduling. Serve as proxy timekeeper in the Leave and Accrual Tracking System (LATS).

Assist with completion of capital project labor tracking sheets and enter information into the Revite project database.

Monitor employee performance evaluation and probation report due dates and assist supervisors with on-time submittal.

Minimum Qualifications

Non-Competitive Minimum Qualifications Under the NY HELPS Program:

The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. 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 $39,215): 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 $43,768): 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 $46,306): 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 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.

Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.

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.

Additional Comments

The Downstate Special Projects office is located on the Creedmoor Psychiatric Center South Campus at 80-45 Winchester Blvd., Queens Village NY 11427. Free parking for staff is available.

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 these positions 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 traineeship to advance to the full performance level title and salary:

$39,215 (Administrative Assistant Trainee 1)

$43,768 (Administrative Assistant Trainee 2)

$46,306 (Administrative Assistant 1, full performance level)

For current New York State employees, the starting salary is based on the candidate’s salary at the time of hire.

The Mission of the New York State Office of Mental Health is to promote the mental health of all New Yorkers, with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. OMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, OMH is focused on implementing activities and initiatives to reduce disparities in access, quality, and treatment outcomes for underserved populations. A critical component of these efforts is ensuring OMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. OMH is an equal opportunity/affirmative action employer.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of NY HELPS, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

New York State Office of Mental Health

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