Administrative Assistant 1/Trainee, Central Office, Albany

Administrative Assistant 1, Grade 11
The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, Grade 11, position assigned to the Division of Community Program Policy & Management, Division of Integrated Community Services for Children & Families.
The incumbent will be responsible for performing administrative support activities for the Division of Community Program Policy & Management, Division of Integrated Community Services for Children & Families group including Associate Commissioner, Deputy Director, 2 Bureau Directors and several other OMH and RFMH employees.
The incumbent will perform a variety of administrative support activities which will include, but not be limited to, the following:
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.
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.
The incumbent will be expected to keep a continuous knowledge of updated software to complete the tasks.
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.
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 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.