Administrative Specialist 1/Trainee 1-2 (NY HELPS) Vacancy ID# 224788 State of New York - State, Department of Albany, NY Job Details Full-time $56,183 - $88,970 a year 13 hours ago Qualifications Public sector purchasing Doctoral degree Writing skills Executive administrative support Master's degree Personnel records management Recruitment and selection Contract drafting Executive recruiting Procurement contract management Implementing HR recruitment processes Personnel administration Contracts Managing projects Government records management Managing executive calendars Document management Associate's degree 2 years Administrative law Budget review Entry level File organization Organizational budget management Office experience Full Job Description Duties Description Under the direction of the Chief Administrative Officer, the Administrative Specialist 1 duties in the Executive Office of the Secretary of State will include but are not limited to the following: Provides executive level administrative support to the Chief Administrative Officer and the Deputy for Administration including managing scheduling, coordinating executive initiatives, and other administrative duties as assigned. Work with Administrative Divisions to complete critical initiatives including but not limited to recruitment, purchasing, procurement, and facility support for Division staff. Provides recruitment support to Executive and Administrative divisions including assisting with the development of critical positions and assistance with recruitment and nomination processes. Initiates, prepares, and submits the Intent to Fill (ITF) document to fill vacancies based on the needs of the Division or reviews requests/justifications to fill vacancies and determines if they are in accordance with approved staffing plan. Arranges and assists in scheduling interviews, gathering of NYS Part 1 Applications, interview questions, and Hire/Select memo. Provides necessary documentation to Human Resources to process hiring and promotions accurately and efficiently. Prepares job descriptions, justifications, and organizational charts to support classification requests. Maintains Division Organizational charts updating them as staff is onboarded, promoted, or separated. Provide support to Administrative Divisions related to FOIL requests and records management and disposition. Assist with preparation of procurements (RFA/RFPs) and related draft contracts to assist with grant and contractor procurement. Assist with records of performance programs and evaluations for current and new staff; ensures completion of such is timely and submitted to Human Resources. Assist with annual budget review and requests, as well as grant applications and modifications in support of operations and or special projects. Work with Division/organizational leadership to review state and federal funding availability to support the furtherance of Consumer Protection and Utility Intervention Unit mission and tasks. Minimum Qualifications

NON-COMPETITIVE MINIMUM QUALIFICATIONS

NY HELPS:

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

NY HELPS

Program, this title may be 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 apply. At a future date, 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 an

NY HELPS

title, employees may take part in any promotion examination for which they are qualified. The minimum qualifications for Non-Competitive appointment are: Administrative Specialist Trainee 1: Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program. Administrative Specialist Trainee 2: Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program. Administrative Specialist 1: Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.

Substitutions:

An associate degree may substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience. 55 B/C

APPOINTMENT

This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.

COMPETITIVE MINIMUM QUALIFICATIONS

CIVIL

SERVICE LIST APPOINTMENT

Candidates must be reachable on the appropriate Civil Service eligible list.

TRANSFER QUALIFICATIONS

One year of permanent, contingent permanent, or 55-B/C service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law. A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

PREFERRED QUALIFICATIONS

Experience in a professional office providing support and assisting with high level administrative transactions. Knowledge of New York State government administrative rules and procedures. Experience with scheduling, coordinating, and participating in complex projects with tight timeframes. Excellent writing skills. It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration. Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and 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 reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to . For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

NOTE ON TELECOMMUTING

The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines. Some positions may require additional credentials or a background check to verify your identity.