Administrative Assistant 1/Administrative… at New York… · Albany

Summary: The New York State Office of Mental Health is focused on promoting mental health and supporting recovery for individuals with serious mental illnesses. They are seeking an Administrative Assistant 1/Administrative Assistant Trainee to provide clerical support in Facility Personnel Services, assisting with payroll transactions and administrative tasks.

Responsibilities:
- 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

Required Qualifications:
- 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
- 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
- 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
- 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

Required Skills: Microsoft Word, Microsoft Excel, Email software, Word processing, Civil Service automated system, NYSTEP system, PayServ system, Business writing, Office administration, IAAP Certified Administrative Professional

Benefits: 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, Paid personal leave, Vacation leave, Sick leave