Administrative Specialist​/Trainee

Duties Description

• Provide administrative support to the Director of Advocacy and other advocacy staff.
• Manage office shared mailbox and triage incoming emails, inquiries, and requests.
• Schedule meetings, coordinate Director of Advocacy calendar and prepare meeting materials.
• Draft correspondence, meeting notes, reports and other documents.
• Maintain tracking systems and follow up with ITS if needed to troubleshoot.
• Generate reminders for required follow‑up activities.
• Assist with scheduling peer support activities, trainings, and meetings.
• Support onboarding and administrative needs of peer support staff.
• Provide organizational support to the entire Office of Advocacy.
• Coordinate travel arrangements, including hotel reservations and transportation.
• Process travel requests and reimbursement documentation.
• Complete inventory of advocacy brochures and materials.
• Assist with implementation of new systems, processes, and initiatives.

Linked In:

OPEN COMPETITIVE:

The position may be filled at the Administrative Specialist Trainee 1 level (SG‑14), Administrative Specialist Trainee 2 level (SG‑16), or full performance Administrative Specialist 1 (SG‑18), based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship.

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.

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.

Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

Transfer:
Candidates must have one year of permanent competitive, non‑competitive, or 55‑b/c status in the posted title and be eligible for lateral transfer; or be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

55 B/C

QUALIFICATIONS:

• Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.
• Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary).
• Have a current Eligibility Letter from the NYS Department of Civil Service,(Use the "Apply for this Job" box below). and be able to provide it to the Human Resources Office upon request.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non‑competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.

At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non‑competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.

Appointments may also be made at the Administrative Specialist Trainee levels. Candidates hired at the entry‑level title (Administrative Specialist Trainee
1) may be advanced to the full‑performance level (Administrative Specialist
1) following satisfactory completion of two‑years of service.

Salary range listed below encompasses the hiring rate of an Administrative Specialist Trainee 1 through the job rate of an Administrative Specialist 1.

• Administrative Specialist Trainee 1: $56,655
• Administrative Specialist Trainee 2:…