Executive Secretaries and Administrative Assistants - Nexus Staff
New York, NY 10001
About the Job
Job Title: Administrative Assistant
Employment Type: Contract
Work Hours: 40 hours/week
Work site: 100% On-Site
Location: 330 5th Avenue, 9th floor, NY, NY 10001
Job Duration: 2 Years
Resume Due Date: 08/14/2024.
Job Duties:
The New York State Office of Mental Health (OMH) is seeking a qualified individual to fill the position of Administrative Assistant 1 in the New York City Field Office located in New York, New York. The incumbent will serve as an assistant/office manager to the Field Office Director and staff, ensuring the efficient and effective operation of the office. Key responsibilities include:
- Assistant to Field Office Director: Maintain schedules, coordinate travel, process requests through the State Financial System (SFS), and assist with final drafts and major project deliverables.
- Office Procedures and Management: Develop and coordinate office procedures, manage tracking systems for personnel, certification scheduling, incident and audit tracking, and oversee office filing systems.
- Meeting and Event Coordination: Organize meetings, assist with regional conferences and events, and schedule regular and ad hoc meetings on behalf of the Director and staff.
- Report and Correspondence Preparation: Draft clear, concise, and accurate reports, design data collection formats, assist with analysis, and submit reports on behalf of the Director. Record meeting minutes and generate accurate reports outlining discussions and next steps.
- Personnel Coordination: Manage orientation, training, and support for new and existing staff regarding policies, equipment, software, travel, time and attendance, schedules, and onboarding/offboarding processes.
- Office Environment Management: Ensure the office environment is safe, functional, and comfortable, and address any environmental or equipment issues promptly.
- Vehicle Management: Maintain logs for all vehicles assigned to the Field Office, ensure timely inspections, and schedule services as needed.
- Communication: Serve as a point of contact for Directors of Community Service, agency directors and staff, recipients, and families. Ensure timely communication and appropriate handling of requests, complaints, and incidents.
- Coordination with OMH Commissioner's Office: Communicate with the OMH Commissioner's Office and various divisions and bureaus to ensure timely communication and coordination of meetings, teleconferences, and conference calls.
Minimum Education:
- High school diploma or equivalent is required.
Work Experience:
- A minimum of one (1) year of clerical experience is required, preferably in a role supporting office management or administrative functions.
Preferred Skills:
- Proficiency in Microsoft Office (Word, Excel) and experience with the State Financial System (SFS).
- Strong organizational skills with the ability to manage multiple tasks and priorities.
- Excellent written and verbal communication skills.
- Ability to work independently and as part of a team.
- Familiarity with office procedures, scheduling, and event coordination.
Misc. Information:
- Monday to Friday 9:00am to 5:00pm.
- Subway and bus is in close proximity to this worksite location.
- No free parking available on-site.
- Interview will take place In-Person
- Training will be provided to the selected candidate.
The Nexus Staff Difference:
- Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
- We offer weekly payments via ACH (Automated Clearing House).
- Serving as Prime Vendors to New York State and New York City for over 10 years.
Source : Nexus Staff