Administrative Specialist

Duties Description

ITS provides operational support to state agencies on a 24x7x365 basis; some positions may be required to provide this critical service at any time.

ITS provides operational support to state agencies on a 24x7x365 basis; some positions may be required to provide this critical service at any time.

Under the direction of the Director of Internal Audit, within the ITS Office of Internal Audit, the Administrative Specialist 2 provides professional administrative and project level support to the Director of Internal Audit, and the Internal Audit and Quality Assurance teams.

• Assist the Director in discharging daily duties such as taking meeting minutes, managing calendar, meeting coordination, reviewing incoming emails, calls and correspondence, assembling briefing and background material for executive level meetings, and drafting responses as assigned.
• Provide administrative and project level support for staff members across our Internal Audit and Quality Assurance teams. Including Team Mate+ audit software management/training, establishing audit projects and access levels, updating the audit universe hierarchy, and creation/updating audit software procedures.
• Act as Human Resource liaison on behalf of the Director of Internal Audit.
• Research available Continuing Professional Education training and conferences for Internal Audit staff and assist in membership purchasing.
• Update Audit report file system.
• Utilize Statewide Financial System (SFS) for staff travel arrangements, as well as purchasing, inventory, and reconciling.
• Initiate and track all departmental technological issues in Enterprise IT Service Management System (ITSM).
• Manage candidate interview process, prepare hiring packages, and assist in the employee onboarding and offboarding procedures.
• Answer telephones, schedule meetings, assist audit staff with ITSM Service Catalog Incident Response and Request Item tickets.
• Perform full range of supervisory duties.

Transfer:
Open to NYS employees with one year of permanent, contingent permanent, or 55b/c service as an Administrative Specialist 2, SG-23; OR who are in a title SG-21 or above deemed administrative under Section 52.6 of the Civil Service Law; OR in a title approved for transfer under Section 70.1 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two grades.

Reinstatement:
If you previously served in this title or in a title otherwise transferable to this title, you may be reinstated pursuant to Civil Service Law. If you left state service less than one year ago, reinstatement request from a state agency will usually be approved by the Department of Civil Service. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission.

55b/c Appointment:
This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess the minimum qualifications and a current 55b/c eligibility letter. For 55 b/consideration, candidates must satisfy at least one of the Open Competitive qualifications listed below.

Note:

If you are on the examination eligible list for the position title in this location, you do not need to respond to this posting unless you are also eligible for appointment by one of the qualifications listed above. Candidates must be reachable on the current eligible list for this title to be list appointed.

Some positions may require fingerprinting.

Some positions may require up to 25% travel and/or lifting up to 50 lbs. Some positions are pending Civil Service approval. Details of position(s) will be described further if you are selected for an interview.

Positions located in New York City, will receive an additional $3,400 downstate adjustment location pay with regular annual salary. Positions located in the Mid-Hudson will receive an additional $1,650 adjustment location pay.

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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the…