Administrative Specialist 1 Vacancy #203930

Description

Duties Description

The Administrative Specialist 1, Trainee 1 / 2 duties in the Office of Planning, Development & Community Infrastructure will include but are not limited to the following:

• Establish and maintain professional and effective working relationships and communicate regularly with managers, supervisors, program staff and administrative staff to coordinate regarding needs, priorities and projects; exchange information; answer questions; provide assistance and advice, discuss problems and solutions, and discuss policies, procedure and/or work instruction requirements.
• Coordinate and/or monitor priority asks, which may include short deadlines, to ensure timely and accurate responses.
• Monitor initiatives and projects through progress dashboards, deliverable reminders and timeline tracking to ensure deadlines are met. Follow up regarding outstanding information or deadlines.
• Distribute, track and assist with FOIL requests and responses, Internal Controls documents, incoming correspondence, Doc Prep Guides and Travel/Training Request forms.
• Initiate and prepare classification requests, ITF requests, and nomination memos, including justifications, duties descriptions and proposed organizational charts.
• Assist administrative staff as needed with activities related to recruitment and onboarding to ensure all deadlines are met.
• Coordinate with managers regarding performance programs and evaluations to ensure timely submission.
• Prepare procurement and contract related documents, such as Request for Applications, Request for Proposals, DPG, Single Source, etc.
• Assist managers and staff with identifying spending needs and resources, research purchasing options; submit purchasing requests.
• Coordinate regularly with staff in satellite offices regarding distribution of materials or information and assessment of needs such as equipment, storage, spacing, etc.
• Assist with planning, preparation and implementation of meetings and events, including reviewing and assisting with spacing and equipment needs and travel arrangements.
• Make travel arrangements, ensure staff travel reimbursements are compiled and submitted timely.
• Develop training materials, videos, modules and workshops, draft framework and power point slides, and schedule virtual meetings and trainings.
• Manage paper and electronic filing systems and ensure compliance with document retention policies.
• Prepare high-quality Word documents, spreadsheets, powerpoints and reports.
• Other duties or special projects as assigned.
  
  

Competitive Minimum Qualifications

Minimum Qualifications

Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law.

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. If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.

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.

Non-competitive Minimum Qualifications

The minimum qualifications for Non-Competitive appointment are:

Administrative Specialist Trainee 1 - Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist Trainee 2 - Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist 1 - Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.

• 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.
  
  

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 HRM.Recruitment@dos.ny.gov.

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.