Administrative Specialist 1, or Trainee 1 ​/ Trainee 2

Administrative Specialist 1, or Trainee 1 / Trainee 2

The Staffing Services Division is responsible for assisting State agencies with staffing New York State partner agencies. To better serve our partner agencies and make examinations more accessible and convenient for all, the Department is implementing a new examination model known as continuous recruitment testing that will offer testing on a continuous basis with examinations held via a hybrid of online training and experience exams, multiple-choice exams via remote proctoring (online), and in state operated computer-based testing centers and this position will help play an important role in ensuring the success of this new approach to examinations.

The Administrative Specialist 1, or Trainee 1 / Trainee 2 will provide administrative support for the Director's Office of the Staffing Services Division which is responsible for the administration of the numerous staffing programs such as Merit Administration, Career Mobility Office, Attendance & Leave Unit, Employment Records, and Exam Modernization Programs.

The duties include, but are not limited to the following:

• Overseeing human resources activities for the Division, including recruitment and screening activities, and preparing requests to fill; managing onboarding and access activities, and resolving any related issues; maintaining employee records; monitoring and tracking training requirements; and administering the performance evaluation program for staff.
• Preparing and revising work methods and procedures, and compiling data and preparing reports. Prepare recommendations about work problems, including overseeing our procedures to ensure that they are up-to-date, coordinating the training and development of new staff and ensuring that they are receiving the proper training.
• Overseeing office support activities for the Division, including reviewing equipment and space needs and preparing space utilization plans, managing procurement activities and the maintenance and modification of telephone and computer/software, including defining and selecting hardware and software.
• Performing staff services for Director's office staff and program managers, including administering communications by preparing and keeping track of correspondence and information requests, answering questions from staff, the public, and elected and appointed officials. May represent management staff at meetings and on committees.
• Assisting with the preparation and review of the Division's internal controls.
• Administering various programs utilized by statewide stakeholders, including the Language Proficiency and Access programs, and providing appropriate access to statewide personnel systems.

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 of 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 (NY HELPS):

• Administrative Specialist Trainee 1:
  Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution:
  An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience.
• Administrative Specialist Trainee 2:
  Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution:
  An associate degree may substitute for two years of specialized…