Administrative Specialist 1 / Trainee

MINIMUM QUALIFICATIONS:

Applicants must be reachable on the current NYS eligible list (Professional Career Opportunities/PCO OR Public Administration Traineeship Transition/PATT) OR be eligible for transfer under Section 70.1 or Section 52.6 of the New York State Civil Service Law.

MINIMUM QUALIFICATIONS: The Administrative Specialist 1/Trainee will work with the Audit and Counsel Divisions.

This position will organize, manage and prioritize the workflow for both the Audit Division and Counsel’s Office. Duties include but are not limited to:

Audit Division:

1. Administers communications by preparing and keeping track of correspondence and answering questions from program managers, staff, the public, and elected and appointed officials.
2. Provide administrative assistance to the Director and Audit staff in the form of meeting coordination and attendance. Take meeting minutes, distribute, and update as necessary.

3. Prepare routine replies to correspondence/electronic mail. Arrange for special delivery of mailings, if necessary.

4. Complete Security Access Request (SAR) forms and IT Service Management (ITSM) tickets, as needed, for the Audit Division and external consultants who require access to perform audits.

5. Monitor workflow of audits from inception to final report. Track hours, schedule meetings, assist auditors where needed with document coordination and letter preparation.

6. Maintain audit time keeping database and prepare monthly and annual capacity reports.

7. Act as liaison between external auditors (DS, KPMG, OSC) and HESC. Request, gather and track documentation requests from external auditors. Coordinate all requests related to external audits performed on HESC ensuring timely submission of requested documentation. Coordinate meetings for all external audits.

8. Maintain tracking spreadsheet of audit recommendations and follow-up with divisions on status.

9. Maintain Federal Student Aid (FSA) email to distribution list and send FSA Knowledge center emails to distribution list.

10. Perform other duties as assigned.

Counsel Division

1. Summarize, track and draft correspondence related to record requests, Personal Privacy Protection Law requests, Freedom of Information Law (FOIL) inquiries, and litigation matters.

2. Maintain required control procedures and statistical logs, e.g., maintaining calendars to insure proper deadlines, reviewing incoming correspondence.

3. Maintain records of HESC employees’ Finance Disclosure Statements (FDS) filing status and ethics training history.

4. Assist in the preparation of materials for agency-wide ethics training sessions;

5. Communicate with schools via phone and e-mail to process signed agreements for Free Application for Student Financial Aid (FAFSA) data-sharing initiative.

6. Receive, handle/process, and distribute incoming correspondence to proper legal channels or personnel.

7. Work with IT Security to review procedures and makes determinations regarding changes and/or issues for new procedures, hardware, software, appropriate forms, and databases.

8. Occasional clerical duties including, but not limited to, phone coverage, mailings, and photocopying and/or scanning documents, scheduling meetings, and organizing the attorneys’ calendar.

9. Collect, track, and maintain Continuing Legal Education (CLE) and Continuing Professional Education (CPEs) credits earned by attorneys and auditors.

10. Evaluate proposed policies, legislation, position papers, and management proposals, and prepare written analysis and recommendations describing impact, potential benefits and problems.

11. Perform other duties as assigned.