Administrative Specialist​/Trainee - NY HELPS

Position: Administrative Specialist 1 / Trainee 1 / 2 - NY HELPS
Duties Description The duties of the position will include, but may not be limited to:

- Monitor division spending and available funds. Utilize SFS and local spreadsheets to provide division management with real-time budget information. Forecast budget use and availability.

- Provide procurement team with appropriate chart fields for purchasing.

- Review and approve purchase requisitions.

- Review and reconcile procurement card purchases.

- Monitor grant spending through procurement cards, purchase orders, and contracts. Assist with grant accounting.

- Assist division members with travel expense reports. To include at least maintaining training documents and on-demand troubleshooting.

- Maintain division specific training documents and provide on-demand SFS troubleshooting.

- Oversight of division recurring costs such as subscriptions and utilities.

- Completion of General Ledger Journal Vouchers and related processes to shift funding as needed

Administrative:

- Completion, submission, and tracking of Attachment A requests for procurement and travel.

- Maintenance of division financial spreadsheets.

- Supervision of at least one subordinate with related duties.

Minimum Qualifications 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.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

Non competitive qualifications:

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.

For all of the above: an associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute five years of specialized experience; J.D. may substitute for six years of specialized experience.

Competitive qualifications:

Reassignment

- Currently in the title of Administrative Specialist 1 and an employee of DEC or

Reinstatement Eligible - Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.

or

Transfer Eligible

- One year of permanent competitive service at Salary Grade 11 or higher AND EITHER:

Eligible for transfer under Section 70.4:
Must meet the open competitive minimum qualifications below;

or

Eligible for transfer under Section 52.6:
Must have current or prior permanent service in a title designated as 52.6 and within two salary grades of this position.

Determination of titles that are 52.6 eligible can be found on the Department of Civil Service website, search "GOT-IT" or

Eligible for transfer under Section 70.1:
Permanent competitive service as an Administrative Specialist 1, Program Aide, Head Clerk, Legal Assistant 1 & 2 and Trainee 1, Office Assistant 3, Office Assistant 3 (Calculations), Secretary 1 & 2, Management Specialist
1. Also any language parenthetic for the above titles. Additional titles which qualify can be found on the Department of Civil Service website, search "GOT-IT".

Open competitive minimum qualifications (provided for 55b/c candidates and 70.4 transfer eligible):

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…