Administrative Assistant 1/Administrative Assistant Trainee (NY HELPS), Central
New York State Jobs, Albany, NY, United States
Administrative Assistant 1, Grade 11/Administrative Assistant Trainee
The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, Grade 11/Administrative Assistant Trainee, NS, position assigned to the Administrative Support Services Group (ASSG), Facility Support Services. The Albany ASSG office is responsible for the statewide administration of the Revitalization Program which consists of five regionally based "Revite" teams and several state capital funded special projects teams consisting of approximately 100 employees statewide. The incumbent of this position will be responsible for providing administrative support for the day-to-day operations of the Revite program including: handling personnel related issues, recruitment, onboarding, financial tracking, labor tracking, training records, scheduling of meetings, fleet vehicle management, and data entry.
Duties Description
Specific duties to be performed may include, but are not limited to the following:
Act as a direct point of contact for program field supervisors located throughout the state and assist them with personnel related transactions through the review of paperwork prior to submittal to Personnel.
Serve as personnel/payroll liaison for Revite teams and assist with the hiring of new employees and ongoing administrative support of approximately 100 existing employees.
Assist Revite Program Manager with the management of financial tracking databases which track spending for capital funded projects through the logging of expenses and generation of reports as requested, as well as reconcile project spending with detailed funding source information into the State Financial System (SFS).
Maintain a database that tracks program related travel expenses, assure travel costs are associated with the correct work team or special fund project, and generate reports as requested.
Provide guidance for proper completion of travel vouchers and act as Statewide Financial System (SFS) proxy for the submission of travel related expenses.
Monitor program compliance with mandatory training requirements, distribute training materials to all teams and ensure that training completion is reported in a timely manner.
Assist all bureaus within ASSG with various tasks including phone coverage, mail distribution, ordering office supplies, maintaining staff and team itinerary calendars, maintaining hard copy and electronic files, and track and file purchase requisitions for the BED&I Director.
Coordinate with OMH facility managers to plan "Revite" team facility visits to obtain resource requests, schedule assessment meetings, and develop a schedule and materials list. Follow up after each visit to evaluate performance.
Minimum Qualifications
Non-Competitive Minimum Qualifications Under the NY HELPS Program:
Administrative Assistant Trainee 1: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1 (G-11): 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.
Transfer: 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.
In addition, a two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, was approved effective October 31, 2019. 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. All trainees are required to successfully complete all courses before advancing to Administrative Assistant 1, G-11.
The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 1, Grade 11/Administrative Assistant Trainee, NS, position assigned to the Administrative Support Services Group (ASSG), Facility Support Services. The Albany ASSG office is responsible for the statewide administration of the Revitalization Program which consists of five regionally based "Revite" teams and several state capital funded special projects teams consisting of approximately 100 employees statewide. The incumbent of this position will be responsible for providing administrative support for the day-to-day operations of the Revite program including: handling personnel related issues, recruitment, onboarding, financial tracking, labor tracking, training records, scheduling of meetings, fleet vehicle management, and data entry.
Duties Description
Specific duties to be performed may include, but are not limited to the following:
Act as a direct point of contact for program field supervisors located throughout the state and assist them with personnel related transactions through the review of paperwork prior to submittal to Personnel.
Serve as personnel/payroll liaison for Revite teams and assist with the hiring of new employees and ongoing administrative support of approximately 100 existing employees.
Assist Revite Program Manager with the management of financial tracking databases which track spending for capital funded projects through the logging of expenses and generation of reports as requested, as well as reconcile project spending with detailed funding source information into the State Financial System (SFS).
Maintain a database that tracks program related travel expenses, assure travel costs are associated with the correct work team or special fund project, and generate reports as requested.
Provide guidance for proper completion of travel vouchers and act as Statewide Financial System (SFS) proxy for the submission of travel related expenses.
Monitor program compliance with mandatory training requirements, distribute training materials to all teams and ensure that training completion is reported in a timely manner.
Assist all bureaus within ASSG with various tasks including phone coverage, mail distribution, ordering office supplies, maintaining staff and team itinerary calendars, maintaining hard copy and electronic files, and track and file purchase requisitions for the BED&I Director.
Coordinate with OMH facility managers to plan "Revite" team facility visits to obtain resource requests, schedule assessment meetings, and develop a schedule and materials list. Follow up after each visit to evaluate performance.
Minimum Qualifications
Non-Competitive Minimum Qualifications Under the NY HELPS Program:
Administrative Assistant Trainee 1: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2: 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1 (G-11): 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.
Transfer: 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.
In addition, a two-year traineeship (Administrative Assistant Trainee 1 & 2, NS=Grade 8 & 10) leading to Administrative Assistant 1, Grade 11, was approved effective October 31, 2019. 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. All trainees are required to successfully complete all courses before advancing to Administrative Assistant 1, G-11.