Administrative Specialist 2

Description

Duties Description

The Administrative Specialist 2, SG-23, is assigned to the Division of Law Enforcement and reports directly to the Director of Law Enforcement. The incumbent will oversee a multitude of human resources, business office, budgeting and grants administrative functions for the Division of Law Enforcement. Duties include but are not limited to:

• Manages and ensures Division spending is within allocations and recommends spending holds when necessary.
• Authorizes and approves all Purchase Requisitions within the Division to procure needed items and services.
• Reconciles invoices and provides required documentation to Business Office for reimbursement.
• Authorizes P-Cards and Travel Cards for sworn members. Generates reports in SFS, SFS Analytics, and BETS.
• Approves, tracks and monitors outstanding P-Card and travel expenses as well as purchase orders.
• Prepares P-Card reconciliations, approves transactions and conducts expenditure audits.
• Prepares and submits requisition for new police vehicles, ATVs Snowmobiles, UTVs), Trailers, boats, and drones. Tracks monthly fuel charges.
• Procures new police Canine’s. Coordinates with kennel/vendors to review and ensure purchasing invoices are accurate for submission of payment.
• Manages, tracks and processes incoming reimbursements from vendors or various security details throughout the State, such as film, TV or commercial shoots to marathons, bike races, car shows and concerts.
• Reconciles invoices and provides required documentation to Business Office or reimbursement.
• Tracks, reviews and processes incoming invoice from the Division’s District Offices for STOP DWI details which are fully reimbursed by the NYS Governor’s Traffic Safety Committee (GTSC) grant programs.
• Tracks and processes OGS claims for vehicle accident reimbursement. Verifies that the vehicle has been repaired or surplussed and identifies voucher payment in SFS to the Business Office for reimbursement.
• Tracks and monitors financial records for the annual overtime spending statewide for the Division of Law Enforcement.
• Manages the decentralized civil service eligible list for Park Police Officer Trainee. Canvasses approximately 3,000 plus candidates for agility testing.
• Coordinates with Civil Service – EHS, Internal Affairs Bureau, Counsel’s Office, Psychological Consultant Services and Director/Assistant Director of Law Enforcement to ensure all pre-employment processing is scheduled and completed.
• Schedules candidates for all hiring events such as such as agility test, written psychological test, face to face psychological evaluation, and pre-employment medical/physical and drug test.
• Coordinates with Internal Affairs Bureau on background investigations and polygraph
• Tracks and monitors results of all testing as well as declinations and disqualifications throughout the lengthy hiring process.
• Prepares, extends and tracks offer of employment letters to primary candidates as well as alternate candidates.
• Functions as the Division’s Forfeiture Reviewer/Account Administrator for the Department of Justice Equitable Sharing Program.
• Prepares annual certification reports summary of equitable sharing activity.
• Maintains and ensures any funds received are used for law enforcement purposes.
• Coordinates with the Director of Finance and Counsel’s Office to compile information to complete and submit the required Annual Forfeiture Report-Equitable Sharing Agreement certification to keep the agency in compliance as required by State and Federal Guidelines.
• Forwards the report to be signed by the Director of Law Enforcement, Agency Commissioner and Deputy Commissioner for Law Enforcement.
• Supervises lower level staff
  
  

Eligible List

Minimum Qualifications

There is an active Civil Service Eligible list that will be canvassed. You must be reachable on the eligible list for a list appointment. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications.

Subsequent 55-b/c Qualifications

A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent- permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.

Reassignment Qualifications

Current NYS Office of Parks, Recreation and Historic Preservation employees only, with at least one year of permanent or contingent-permanent competitive service as an Administrative Specialist 2, SG-23. If you have less than one year, you must be reachable on the current Administrative Specialist 2, SG-23, eligible list.

Transfer Qualifications

Open to current NYS employees with at least one year of permanent or contingent-permanent service as Administrative Specialist 2, SG-23, OR in a position at the SG-21 level or higher deemed administrative under Section 52.6 of Civil Service Law.

Note: The transfer cannot be a second consecutive transfer resulting in advancement of more than two salary grades

For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

Operational Needs

Additional Comments

Must be proficient in basic computer skills in the use of Microsoft Outlook, Word and Excel.

Must be able to travel when required.

This position requires a background check.

If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.

Benefits

Generous benefits package, worth approximately 65% of salary, including:

• Paid Time Off:
• PEF and CSEA - 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays
• PEF – 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)
• Paid Parental / Family Leave
  
  

To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx