Job Posting for Administrative Specialist 1/Trainee, Ref #7720 at Information Technology Services, Office of

Minimum Qualifications

NYS HELPS:
Administrative Specialist Trainee 1 (equated to salary grade 13)*

A bachelor’s degree or higher

Administrative Specialist Trainee 2 (equated to a salary grade 14)*

A bachelor's degree and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist (salary grade 18)

A bachelor's degree and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.

NOTE: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Transfer: Open to NYS employees with one year of permanent, contingent permanent, or 55b/c service as an Administrative Specialist 1, SG-18; OR who are in a title SG-16 or above deemed administrative under Section 52.6 of the Civil Service Law; OR in a title approved for transfer under Section 70.1 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two grades.

Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be reinstated pursuant to Civil Service Law. If you left state service less than one year ago, there reinstatement request from a state agency will usually be approved by the Department of Civil Service. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission.

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess the minimum qualifications and a current 55b/c eligibility letter. For 55 b/consideration, candidates must satisfy at least one of the Open Competitive qualifications listed below.

Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.

Duties Description

Under the direction of the Operations Support Manager 1, the incumbent will be responsible for overseeing all administrative and facilities-related functions, acting in the capacity of “general office manager” to ensure the smooth operation of the workspace and those employees working within. Duties include, but are not limited to:

Prepares recommendations, summaries, and justifications for submission to the agency’s Finance Office.
Manages the purchase of goods, services and office supplies, maintaining records of all purchases. Resolves problems with vendors, as needed.
Answers questions from program managers and staff about human resources laws, policies, and practices.
Administers communications by preparing and keeping track of correspondence and answering questions from staff and management.
Represents management staff at meetings, conferences and on committees.
Prepares written materials, including brochures, reports, and other material, about programs.
Clarifies and interprets policies and procedures and assures policies and procedures are available for and sent to affected individuals and programs.
Liaises with Asset Management to ensure the proper tracking, disposal and/or surplus of all ITS e-equipment in their location.
Serves as primary liaison between ITS Administration, OGS, the building superintendent, contractors, and vendors to ensure smooth operation of all facilities-related needs. This includes the maintenance of a comfortable office environment (i.e., proper air temperature, functioning of restrooms, lighting, etc.).
Liaisons with OGS Building Management to ensure that building functions and repairs are timely and that safety issues are rectified in a timely manner.
Works in conjunction with ITS Space Management and on-site program area staff to prepare space utilization plans. Will be responsible for reporting updates to seating chart changes and seating change requests to ITS Space Management.
Assists in the moves of all staff including moving office equipment, as needed.
Coordinates the delivery, installation and movement of office furniture, files, and other workstation equipment.
Assists, as needed, in receiving visitors such as off-site employees, vendors, etc.
Oversees internal, interagency, and external mail functions, facilitating the shipment and receipt of mail and packages. Works collaboratively with staff in onsite mailrooms, where applicable.
Coordinates the set-up of the camera/monitors/equipment when a digital conference is held.
Ensures that all mandatory communications and flyers are posted on bulletin boards for all to see (EAP, DOL flyers, etc.)
Works in conjunction with the ITS Health & Safety Unit to coordinate the Tenant Safety Organization (TSO) for building emergencies.
Attends Building/Tenant Meetings, when held.
Other job duties, as assigned.

Additional Comments

Some positions may require additional credentials or a background check to verify your identity. This position may be filled in Albany or NYC or other locations statewide.

Benefits of Working for NYS
Generous benefits package, worth 65% of salary, including:

Holiday & Paid Time Off

Thirteen (13) paid holidays annually
Up to thirteen (13) days of paid vacation leave annually
Up to five (5) days of paid personal leave annually
Up to thirteen (13) days of paid sick leave annually for PEF
Up to three (3) days of professional leave annually to participate in professional development.

Health Care Benefits

Eligible employees and dependents can pick from a variety of affordable health insurance programs
Family dental and vision benefits at no additional cost

Additional Benefits

New York State Employees’ Retirement System (ERS)Membership
NYS Deferred Compensation
Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds-Public Service Loan Forgiveness (PSLF)
And many more.

For the duration of the NY HELPS Program, this title maybe filled via a non- competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they are applying. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Some positions may require additional credentials or a background check to verify your identity.

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