What are the responsibilities and job description for the Administrative Specialist 1/Trainee; Central Office position at State of New York - Mental Health, Office of?
Duties will include but are not limited to, the following:
- Serve as Division of Community Program Policy & Management. Communicate by phone, mail, e-mail, fax and in person with a variety of individuals, including executive and program staff from OMH facilities, other State agencies, community providers, constituent groups, recipients and families
- Manage inquiries and requests, including requests for meetings
- Clarify and interpret general procedures and practices within the division to managers and staff
- Work in cooperation with human resource liaison to answer any questions regarding agency policies and practices
- Field concerns from a variety of individuals and groups and involves the appropriate bureau head as appropriate
- Ensure and maintain confidentiality regarding sensitive matters, such as personnel and labor relations issues and contact with external customer groups, requiring advanced organizational knowledge and savvy in regards to the protocols required for various internal and external contacts, interactions and activities.
- Develop, maintain and update administrative forms and/or office procedures for the division
- Develop and implement record-keeping systems and controls
- Oversee the maintenance of the Senior Deputy Commissioner’s detailed calendar in coordination with the Executive Deputy Commissioner and OMH Commissioner’s Executive Assistants
- Ensure all paperwork associated with calendar events and travel arrangements is completed
- Perform staff services for executive staff and program managers
- Initiate and prepare all Requests to Fill (RTFs) vacancies, reviewing each request to make certain that it accords with the Office’s approved staffing plan
- Assist with divisional inter-bureau communication (shared wellsite maintenance, scheduling of training/updates on important issues and priorities)
- Ensure paperwork for Central Office is completed accurately and within specified timeframes
- Track & facilitate completion of Probation and Performance Evaluations for division employees to ensure proper steps are being taken for successful completion
- Assist with the development of the divisional spending plan
- Resolve day-to-day operational problems as they arise and coordinate with the Deputy Commissioner on weekly and, if needed on a more frequent basis, to resolve schedule and other conflicts so that prioritized work is accomplished
- Other duties as assigned
Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Specialist Trainee 1:
Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Substitution: An associate degree may substitute for two years of specialized experience; a bachelor’s degree may substitute for four years of specialized experience.
Administrative Specialist Trainee 2:
Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Substitution: An associate degree may substitute for two years of specialized experience; a bachelor’s degree may substitute for four years of specialized experience; a master’s degree may substitute for five years of specialized experience.
Administrative Specialist 1:
Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Substitution: An associate degree may substitute for two years of specialized experience; a bachelor’s degree may substitute for four years of specialized experience; a master’s degree may substitute for five years of specialized experience; and a J.D. may substitute for six years of specialized experience.
REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1, if less than one year, you must be currently reachable on the Administrative Specialist 1 eligible list for the Albany location if one exists.
COMPETITIVE QUALIFICATIONS:
You must be reachable on the current eligible list or eligible for transfer.
70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.
52.6 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.
70.4 TRANSFER QUALIFICATIONS:
Current New York State employees with one year or more of permanent, contingent permanent or 55B/C service in a position allocated to a Grade 12 or higher and who has passed the Public Administration Traineeship Transition (PATT) exam or the Professional Career Opportunities (PCO) exam and has a bachelor's degree* may be eligible for appointment.
Note: 70.4 candidates must NOT have failed the most recent PATT or PCO exam.
55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.
At a future date, it is expected 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
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.
The starting salaries for this position are outlined below. Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.
- $56,655 (Trainee 1)
- $63,180 (Trainee 2)
- $67,119 (Full Performance level)
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Salary : $56,655 - $67,119