Administrative Specialist​/Trainee​/Trainee ; NY HELPS

Duties Description

The candidate in this position will report to the Regional Design Engineer and provide administrative and staff support for the Regional Design Group.

The candidate in this position will report to the Regional Design Engineer and provide administrative and staff support for the Regional Design Group.

• Assist with personnel activities for the Design Group (such as posting for vacancies, preparing hiring packages, arranging interviews and obtaining and reviewing credentials, references, and other required documentation to support transactions and decisions about hiring and promoting, onboarding request, Security Desk contacts/admission, etc.).
• Managing office support activities (supply ordering/monitoring, mail deliveries and distribution, equipment maintenance).
• Managing personnel activities and acting as liaison between the Design Group and Admin/Personnel.
• Serve as the Training/WLDB liaison for the Design Group and monitor yearly completion of mandatory trainings for all employees and interns.
• Track and monitor completion of all required probation reports and traineeship development plans and ensure timely submission to HR/Personnel for processing.
• Effectively communicate via phone, email, and in person with a wide variety of state employees/agencies, executive management staff at Main Office and around the Regions, job applicants, vendors, etc.
• Coordinate project archiving, including processing archive disposition notices and archive retrieval requests.
• Other duties as assigned and can be discussed further at the interview.

Responsibilities may include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open competitive minimum qualifications for this position. The qualifications are:

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.

• Substitution:
  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.

If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications at your interview.

Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law.

Additional Information

Applicants must be currently authorized to work in the United States on a full-time basis.

• 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…