Administrative Specialist , Administrative Specialist Trainee ; NY HELPS), Box PIMS

Administrative Specialist 1, SG-18

The New York State Education Department's (NYSED) Office of Performance Improvement and Management Services is seeking candidates for an Administrative Specialist 1, SG-18 position in the Office of Information and Reporting Services (IRS). This Office is responsible for the collection of and reporting of student and educator data for school districts, public schools, charter schools, and non-public schools in New York State.

Duties of this position include, but are not limited to, the following:

• Manage office operations including information and workflow management, procurement, internal controls, and other support activities;
• Allocate work as appropriate to subordinate staff, provide supervision and support for administrative staff, provide training as it relates to office procedures, resolution of work process problems, and answering questions from the field and other NYSED staff through assigning and responding to Datasupport Help Desk system;
• Manage IRS subscriptions and purchase orders for staff equipment and services, and assist in the ordering and procurement of necessary equipment;
• Manage Freedom of Information Act (FOIL) requests by assigning tasks to proper team, locating material requested, and following procedures for information release;
• Oversee office travel paperwork for travel approvals and questions;
• Manage recruitment for IRS positions, including but not limited to canvasing, confirming 10-day or declinations, manage waiver mailbox to gather applications and necessary interview materials, schedule interviews, and manage all required recruitment packages as the office liaison for the P20 Director of Operations and Human Resources;
• Review completed work for accuracy and compliance with office and Department standards;
• Demonstrate professionalism, confidentiality, self-initiative, and self-management skills.

Demonstrate excellent verbal and written communication, interpersonal, customer relations, computer, and office technology skills;
Serve as a team leader, establish work/schedule procedures and communication protocols, monitor and track status of office projects and workplans including timely responses to requests for information and assignments;
Assist in additional duties as defined or requested by the Information and Reporting Services management team.

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 (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE

MINIMUM QUALIFICATIONS:

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• Administrative Specialist 1 (SG-18):
  Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
• * Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience; master's degree may substitute for five years of specialized experience; J.D. may substitute for six years of specialized experience.
• Administrative Specialist Trainee 1 (NS, Equated to SG-14):
  Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
• * Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute for four years of specialized experience.
• Administrative Specialist Trainee 2 (NS, Equated to SG-16):
  Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
• * Associate degree may substitute for two years of specialized experience; bachelor's degree may substitute…