Administrative Assistant 1/Administrative Assistant Trainee (NY HELPS), Central Office;

Duties Description The Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, G-11/Administrative Assistant Trainee, NS, position assigned to the Center for State and Community Workforce Development and Human Resources (SCWDHR) Bureau of Facility Personnel Services (FPS). The incumbents will provide general clerical support in Facility Personnel Services including support in the FPS List and Transaction Units. The FPS List Unit provides eligible and mandatory list canvassing and interview scheduling services for 26 OMH facilities and its Central Office. The FPS Transaction Unit reviews and submits payroll transactions for approximately 13,000 employees at 26 OMH facilities on 34 payroll agency codes. Specific duties to be performed may include, but are not limited to, the following:

Provide administrative support to the FPS List and Transaction Units.

Perform the List Canvassing function for several OMH facilities.

Utilize the Civil Service automated system to code lists, develop lists of acceptors for facility use, and finalize lists for Civil Service.

Review and enter personnel and payroll information submitted by OMH facility personnel offices into the NYSTEP (Civil Service) and PayServ (Office of the State Comptroller) systems.

Monitor transaction information submitted into NYSTEP and PayServ to ensure appropriate and timely processing of transactions.

Assist with exam related duties.

Maintain and update files.

Prepare correspondence, reports and other documents utilizing software such as Microsoft Word and Excel.

Maintain inventory and order supplies for the FPS List and Transaction Units, as necessary.

Interact by phone with various facilities and control agencies, including Civil Service.

Open, review, sort and distribute the mail in accordance with staff assignments. Review incoming correspondence and establish follow-up deadlines.

Respond to incoming calls, respond to questions concerning policies or procedures, and refer calls to appropriate staff member for technical information.

Minimum Qualifications Non-Competitive Minimum Qualifications Under the NY HELPS Program:
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 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.



To be advanced to the full performance level of this title, all trainees must successfully complete a set training and development program. 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.

Additional Comments 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:

$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.

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.