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New York State Office of Mental Health · 6 hours ago

Administrative Assistant 1/Trainee, Central Office

Albany, NY

Full-time

Onsite

Entry Level

$40K/yr - $48K/yr

2+ years exp

The New York State Office of Mental Health is recruiting for an Administrative Assistant 1 position in the Division of Crisis Services. The role involves managing executive calendars, preparing travel arrangements, and supporting the administrative needs of the division while ensuring confidentiality and effective communication.

GovernmentHealth CareMental HealthWellness

Comp. & Benefits

Responsibilities

Management of very active executive staff and senior staff calendars by scheduling meetings, appointments, interviews, reserving conference rooms, and assisting in conference room preparations

Prepare travel paperwork for approval submission and arrange travel for multiple employees - reserve hotel rooms, mass transit, fleet vehicles, or rental cars

Submit employee travel in the Statewide Financial System for reconciliation and reimbursement

Coordination for events as needed

Provide travel training and guidance for other administrative support team members and new support team members

Monitor central office administrative support email inbox for high-priority information as well as ensure and maintain the confidentiality of communications and documentation

Format and proofread Word and PDF documents onto letterhead

Moving documents through approval levels

Answer and screen phone calls

Perform routine clerical tasks such as distribution of mail, copying, faxing, filing, scanning, maintaining office and printer supplies

Ensure daily operation functions are adequately covered

Update division organizational chart and phone list, including personal Webex call in #s

Onboard/offboard new employees

Tracking and managing routine business transactions

Assembling and coordinating background materials for meetings and conferences

Interacting, in-person and by telephone, with staff from OMH facilities and other agencies, community providers, constituent groups, recipients and families

Supporting general administrative processes, including collaborating to identify and implement new processes as needed

The incumbent will be expected to keep a continuous knowledge of updated software to complete the tasks

Other duties as assigned

Qualification

Administrative support experienceOffice software proficiencyCustomer serviceBusiness writingEvent coordinationDocument formattingClerical tasksCommunication skillsTeam collaboration

Required

Candidates must have permanent status as an Administrative Assistant 1, Grade 11 and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law

Candidates must have 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

Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience

Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each 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