Administrative Assistant 1/Trainee, Central Office;

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Review Vacancy

Date Posted 06/11/26

Applications Due06/26/26

Vacancy ID217889

• Basics
• Schedule
• Location
• Job Specifics
• How to Apply

NY HELPYes

AgencyMental Health, Office of

TitleAdministrative Assistant 1/Trainee, Central Office;

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $47695 to $58447 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address NYS Office of Mental Health

44 Holland Ave

City Albany

StateNY

Zip Code12229

Duties Description Non-Competitive Opportunity:

Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes the use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant Trainee 2: One year of experience in administrative support, which includes the use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant 1: 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.

Minimum Qualifications The Office of Mental Health (OMH) is recruiting to fill a Administrative Assistant 1, Grade 11, position to work in the Office of Financial Management, Community Budget and Financial Management Group.

In this role, the incumbent must establish and maintain effective and professional working relationships with all levels of the organization, the agency, as well as other State and local agencies. Specifically, the duties of the position include assisting in the coordination of a wide range of administrative functions for CBFM including (but not limited to):

• Answer and direct phone calls and emails (respond to questions and/or direct inquiries to appropriate staff);
• Process mail and correspondence;
• Prepare internal/external correspondence and review for appropriateness and accuracy;
• Coordinate and arrange meetings/travel/events for CBFM staff and assist with applicable travel paperwork and filings;
• Review assignments as assigned for clarity and conformance to instructions and track deadlines to ensure timely responses;
• Assist in maintaining CBFM filing systems (both physical and electronic);
• Assist in Microsoft SharePoint updates/management
• Assist with PDF form creations, updates, and accessibility reviews;
• Maintaining tracking of transactions/assignments (e.g. accounts receivable, financial reporting, and community provider correspondence) to ensure compliance with OMH internal controls;
• Update Spending Plan Guidelines annually and as needed;
• Compile meeting agendas and materials and function as a liaison for various CBFM activities as assigned.

Additional Comments 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.

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.

Some positions may require additional credentials or a background check to verify your identity.

Name Caitlin Hart

Telephone

Fax (518) 486-3897

Email Address OMHHRM@OMH.NY.GOV

Address

Street NYS Office of Mental Health

44 Holland Avenue

City Albany

State NY

Zip Code 12229

Notes on ApplyingTo be considered for this position, interested candidates should email a cover letter and resume as an attachment in Microsoft Word or PDF format to omhhrm@omh.ny.gov. Please include the title of the position and Vacancy ID #217889 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.

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