Administrative Assistant 1 (NY HELPS), Central Office;

Duties Description The New York State Office of Mental Health (OMH), Bureau of Audit and Compliance Services, is recruiting to fill an Administrative Assistant 1, G-11 position. The Bureau of Audit and Compliance Services is responsible for conducting financial and operational audits of State and local providers. Duties include, but are not limited to, the following: Manage the day to day needs of the office, including: keep an inventory of office supplies; maintain the bureau procurement card, order supplies, and retain appropriate supporting documentation; verify purchases in the Statewide Financial System; enter ITS tickets for shared equipment (i.e., conference room and copiers); and answer and direct all incoming phone calls, relay messages, and ensure phone coverage when not in the office. Receive, record and refer incoming correspondence and telephone calls Handle incoming communications, both electronic and hard copy. Maintain filing and tracking systems for correspondence, documents, records, and other materials. Request and prepare the weekly staff location sheet and vacation schedules including updates as needed. Maintain an organized file(s) of the internal control information received from senior staff and facility personnel. Assist staff by scheduling and coordinating meetings and managing staff calendars, and making travel arrangements and/or completing travel expense reports. Track and maintain staff telecommuting workplans. Prepare correspondence, reports, and other documents utilizing appropriate software such as Microsoft Word and Excel. Track and maintain annual auditors’ independence affirmation statements and “Audit Project Tracking Log” by assigning audit numbers and updating the audit status using Microsoft Access. Run audit project reports and share with audit managers prior to the bi-weekly managers meeting and issue and compile post-audit survey results and track for management review. Maintain a record of each auditor’s Continuing Professional Education (CPE) requirements and send quarterly reports to update staff on their progress toward meeting CPE requirements. Maintain and distribute updates to the BACS’ Auditors’ Manual. Develop good and cooperative relationships with agency executive staff, representatives from other State agencies, and others as appropriate. Develop positive working relationships with other OMH Central Office staff, and knowledge of other areas of OMH Central Office processes to successfully support Bureau needs. Annually request and update the contact list for Facility Internal Control Officers and Transportation Coordinators from all OMH facilities. Assist with data entry associated with the facility internal control risk assessment as needed and update applicable databases. Schedule employee interviews and assist in the new hire process (i.e., employee on-boarding and act as the liaison with OMH Central Office Personnel Services by submitting performance evaluations, compressed work schedules, and telecommuting applications as needed. Other duties as assigned. 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 comp…

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