Administrative Specialist​/Trainee ; NY HELPS

Administrative Specialist 1

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.

The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment.gov.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

NOTE ON TELECOMMUTING:
The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.

Some positions may require additional credentials or a background check to verify your identity.