Duties Description The New York State Office of Mental Health (OMH) is recruiting to fill an Administrative Assistant 2, Grade 15, position in the Western New York Field Office located in Buffalo, New York. The incumbent will be responsible for essential administrative functions in support of the Field Office Office's operations.Specific duties to be performed may include, but are not limited to, the following:Function as an assistant to the Field Office Director and Deputy Director, maintaining schedules, coordinating travel, processing travel requests and role update requests through the State Financial System (SFS) as needed, assisting with final drafts and coordinating major project deliverables.Support Human Resource (HR) functions including scheduling interviews, collecting, transmitting, and maintaining interview applications, corresponding with HR. Assist with preparation of performance evaluations (PE) for supervising staff, track due dates and processes as requested. Transmit PE to HR and maintain PE records. Takes the leading in onboarding new staff including liaising with HR, ensuring IT and HR applications are complete/in place.Develop and coordinate office procedures, maintain tracking systems in high-priority areas including personnel, certification scheduling, and incident and audit tracking.Monitor and maintain office filing system for both hard-copy and electronic files for all Field Office divisions, as needed. Organize and update office shared drives and files.Act as an SFS Liaison. Ensure staff have access to SFS & travel cards. Assist in the complete annual attestations for verification of FO staff access. Complete forms for travel cards at onboarding. Assist with staff or State Office Budget & Finance Management Group (SOBFMG) questions/issues that arise related to SFS.Maintain Office Purchasing card and oversee purchasing and inventory of office supplies. Adhere to state procurement rules. Ensure reconciliation happens within required timeframes and accurate records are maintained. Attend Budget meetings to maintain up to date information, correspond with SOBFMG Field Office Liaison as needed for clarification on spending rules/approvalsOrganize meetings and assist with the coordination of regional conferences and events. Schedules regular and ad hoc meetings on behalf of the Director and for the staff.Draft clear, concise and accurate reports and correspondence, design formats for data collection, assist with analysis, and submit reports on behalf of the Director. Record meeting minutes and generate accurate and timely reports that outline discussion and identify next steps.Coordinate Personnel activities including orientation, mandated and in-service training and support to new and existing staff regarding policies, equipment, software, travel, time and attendance, schedules, car scheduling and maintenance, and assists in onboarding and offboarding staff.Ensure the office environment is safe, functional and comfortable and address any environmental or equipment issues as they arise. Assist in ordering office furniture and tracking any maintenance needs of the equipment, copiers, etc.Support staff in maintaining logs for all vehicles assigned to the Field Office and ensure that all vehicles are inspected on time and services as needed.Provide ongoing support and supervision to any temporary support staff or direct reports, as applicable, and assign duties and responsibilities in addressing workload issues to ensure all deadlines are met.Communicate by phone, mail, e-mail, fax and in person with: Directors of Community Service, agency directors and staff, recipients and families to ensure that requests for information, complaints and incidents are channeled quickly and appropriately.Communicate with OMH Commissioner's Office and various divisions and bureaus to ensure timely communication and coordinate meetings, teleconferences and conference calls.Assist Director and Deputy Director with internal controls testing.Minimum Qualifications Candidates must be employed by New York State to be eligible to apply for this position.Candidates must have permanent status as a Administrative Assistant 2, Grade 15, and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1 of the Civil Service Law.Additional Comments The Mission of the New York State Office of Mental Health (OMH) 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 the unique attributes and skills of all employees are valued and utilized to support the mission of the Agency. OMH is an equal opportunity/affirmative action employer.Some positions may require additional credentials or a background check to verify your identity.
