Administrative Specialist​/Trainee ; NY HELPS

Duties Description

Under the direction of the Chief Administrative Officer, the Administrative Specialist 1 duties in the Executive Office of the Secretary of State will include but are not limited to the following:

• Provides executive level administrative support to the Chief Administrative Officer and the Deputy for Administration including managing scheduling, coordinating executive initiatives, and other administrative duties as assigned.
• Work with Administrative Divisions to complete critical initiatives including but not limited to recruitment, purchasing, procurement, and facility support for Division staff.
• Provides recruitment support to Executive and Administrative divisions including assisting with the development of critical positions and assistance with recruitment and nomination processes.
• Initiates, prepares, and submits the Intent to Fill (ITF) document to fill vacancies based on the needs of the Division or reviews requests/justifications to fill vacancies and determines if they are in accordance with approved staffing plan.
• Arranges and assists in scheduling interviews, gathering of NYS Part 1 Applications, interview questions, and Hire/Select memo. Provides necessary documentation to Human Resources to process hiring and promotions accurately and efficiently.
• Prepares job descriptions, justifications, and organizational charts to support classification requests. Maintains Division Organizational charts updating them as staff is onboarded, promoted, or separated.
• Provide support to Administrative Divisions related to FOIL requests and records management and disposition.
• Assist with preparation of procurements (RFA/RFPs) and related draft contracts to assist with grant and contractor procurement.
• Assist with records of performance programs and evaluations for current and new staff; ensures completion of such is timely and submitted to Human Resources.
• Assist with annual budget review and requests, as well as grant applications and modifications in support of operations and or special projects.
• Work with Division/organizational leadership to review state and federal funding availability to support the furtherance of Consumer Protection and Utility Intervention Unit mission and tasks.

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 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.

• 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.

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.

55 B/C APPOINTMENT:
This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.

• CIVIL SERVICE LIST APPOINTMENT:
  Candidates must be reachable on the appropriate Civil Service eligible list.
• TRANSFER
  
  QUALIFICATIONS:
  
  One year of permanent, contingent permanent, or 55-B/C service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law.
• A list of…