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AgencyMental Health, Office of
TitleAdministrative Assistant 1/Administrative Assistant Trainee (NY HELPS), Central Office;
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $40391 to $58447 Annually
Duties Description The Office of Mental Health (OMH), Office of the Chief Medical Officer, Bureau of Coordinated Nursing Services is recruiting to fill an Administrative Assistant 1, Grade 11, position. The Bureau of Coordinated Nursing Services is responsible for the development and implementation of nursing education and training programs at OMH as well as coordinating with professional nursing and clinical staff throughout OMH facilities to provide guidance and training on evidenced-based and best practices to improve quality and drive excellence in psychiatric nursing practices. The Administrative Assistant 1 will provide professional administrative, and staff support to the Chief Nursing Officer and the staff of the Office of Coordinated Nursing Services. The incumbent will have frequent written and verbal communications with OMH management staff, co-workers, facility staff, and service providers. Duties to be performed include, but are not limited to the following:
- Assists in preparing and managing the annual budget and financial plan and prepares and maintains budgetary documentation.
- Participates in planning and developing budget requests.
- Assists in preparing reports and monitors the Bureau’s financial needs and proposals.
- Obtains and develops information to plan, prepare, and justify proposed and projected expenditures.
- Prepares recommendations and justifications for procurement of goods and services for submission to the Office of Financial Management.
- Assists in preparing personal service and travel documents.
- Supports the Annual Nursing Conference and all activities involved.
- Performs staff services for executive staff, nursing staff, and program managers.
- Responds to requests for information received from clinical, administrative, and direct care staff in facilities, central office, control agencies, and mental health service providers.
- Identifies critical and sensitive correspondence, emails, telephone calls, etc. that require immediate attention and refers them to the Chief Executive Nursing Officer for follow up or reply.
- Develops written and verbal communications targeted for facility Chief Nursing Officers.
- Assists in managing the spring and fall nursing educational conferences and prepares analyses and reports of session evaluations.
- Supports in the designing and updates web-based information for all OMH sites related to - Nursing Services in cooperation with the Office of Public Information.
- Serves as a liaison between the provider and the Lippincott technical support staff for nursing web-based applications for Central Office staff and OMH facility nurses.
- Represents the staff at meetings and conferences.
- Prepares detailed written reports and assists with presentations.
- Manages the logistics of projects and assists with all projects as assigned.
- Provides professional administrative staff support for senior executive staff as required.
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 $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:
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 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 traineeship to advance to the full performance level title and salary:
$40,391 (Administrative Assistant Trainee 1)
$45,081 (Administrative Assistant Trainee 2)
$47,695 (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.
Specific scheduled hours and telecommuting availability for this position will be discussed during the interview process. Please note, employees are required to apply and obtain approval through management to telecommute according to operational needs and Agency Telecommuting Program Guidelines.
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.
Some positions may require additional credentials or a background check to verify your identity.
Email Address OMHHRM@OMH.NY.GOV
Address
Street NYS Office of Mental Health
44 Holland Avenue
Notes on ApplyingTo be considered for this position, interested candidates should email a cover letter and resume in Microsoft Word or PDF format to omhhrm@omh.ny.gov. Please include the title of the position and Vacancy ID #184910 in the subject line of your email when applying.
You are advised that, should you accept a job offer with the Office of Mental Health, you may be required to be fingerprinted and pay a fingerprint fee.