Administrative Assistant

Job Description:

Administrative Assistant

Description

Administrative Assistant

Department: Mental Hygiene Unit

Employment Type: Full Time

Location: Albany, NY

Reporting To: Peggy O'Shea

Compensation: $53,478 - $67,176 / year

Description

Advance your career in government finance, management, and public policy at the New York State Division of the Budget (DOB)! DOB develops, negotiates, and implements one of the largest government budgets in the country, which provides the fiscal roadmap for State programs, policies, and services.

The Mental Hygiene Unit (MHU) consists of professional staff responsible for overseeing the budget development and operational processes for the Office for People with Developmental Disabilities, Office of Mental Health, Office of Addiction Services and Supports, Justice Center for the Protection of People with Special Needs, and the New York State Council on Developmental Disabilities.

Responsibilities

• Schedule/plan meetings, for the Unit Head, Assistant Unit Head, and others in the unit as necessary, with others in DOB, Chamber, the Legislature, agencies, advocacy organizations, and prospective employees, among others.
• Field/answer inquires and route calls, emails, and “snail” mail for the Unit Head, Assistant Unit Head, and others in the unit as necessary.
• Support onboarding/offboarding of unit employees and ensure that all employees, including current unit staff, have appropriate workstations, computers, phones, and other equipment.
• Ensure that the unit has adequate office supplies, issues with functionality of printers and other shared technology are addressed, and issues with office space (e.g., windows, heat/AC, lights) are promptly resolved.
• Plan and manage the intake, organization, and distribution of documents such as budget-making materials.
• Type and format documents for use by the Unit Head and Assistant Unit Head, and others in the unit as necessary.
• Coordinate the routing and completion of assignments for the unit.
• Maintain and update electronic files, DOB distribution lists, and provide other necessary administrative duties to manage the unit’s work and processes.
• Inventory/track status of unit briefing memos.
• Inventory/track status of Medicaid rate requests, Federal Public Notices, and State Plan Amendments for Mental Hygiene services.
• Manage unit-wide alternative work schedule and vacation schedule calendars.
• Distribute Budget Director Approval (BDA) requests for unit review and analysis.
• Utilize DOB/State applications to route NYSTEP transactions, bill memos, and other assignments.

Qualifications

Minimum qualifications for our title series can be found on our Salaries and Career Paths page. Candidates for this position should demonstrate the following:

• Ability to work both independently and collaboratively with diverse stakeholders.
• Fluency in Excel formulas and functions, and other Microsoft applications.
• Strong written, visual, and verbal communication skills.
• Administrative support experience in a similar capacity is strongly desired.

The ideal candidate will have analytic ability and a willingness to learn. Key skills for this role include objectivity, flexibility, and adaptability.

All positions are located in Albany, NY, and weekly onsite work is required coupled with some remote work flexibility. Mandatory overtime may be required.

Working at DOB

Benefits of Working at DOB
Learn about DOB’s benefits: including health and wellness perks; work-life balance programs; and learning and development opportunities at https://www.budget.ny.gov/employment/benefits.html .

Experience of Working at DOB
Entry level analysts benefit from the knowledge and mentoring of seasoned staff while learning policy development and implementation. For more on what it’s like to work at DOB, check out DOB’s Employment video series .

Notes on Applying

If you require assistance in applying for employment with the DOB, or if you have any questions about working for DOB, please contact [email protected] .

AN EQUAL OPPORTUNITY EMPLOYER

The Division of the Budget is proud to be an equal opportunity employer. We celebrate diversity and encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide religious accommodations during the hiring process for those in need. If you have a disability or special need that requires a reasonable accommodation, please send a request to [email protected]

Salary:

$53,478 - $67,176 / year