Administrative Specialist​/Trainee ; NY HELPS

Description

The Administrative Specialist 1 duties in Agency Transformation & External Affairs will include but are not limited to the following:

• Liaise with assigned Division and Human Resources staff to complete critical initiatives including but not limited to recruitment and training of staff.
• Initiate, prepare, and submit the Intent to Fill (ITF) document to fill vacancies based on the needs of their assigned Division or review requests/justifications to fill vacancies and determine if they are in accordance with approved staffing plans.
• Arrange and assist in scheduling interviews, gathering of NYS Part 1 Applications, interview questions, and Hire/Select memo. Provide necessary documentation to Human Resources to process hiring and promotions accurately and efficiently.
• Prepare job descriptions, justifications, and organizational charts to support classification requests.
• Maintain Division Organizational charts, updating them as staff is onboarded, promoted, or separated.
• Answer questions from Division Deputy/Directors and staff about human resources laws, policies, and practices.
• Maintain employee training records and assist in ensuring the completion of yearly mandatory training courses and other trainings as assigned.
• Arrange for special training in response to management, program, and staff needs.
• Maintain records of performance programs and evaluations for current and new staff; ensure timely completion of such and submit to Human Resources.
• Assist with development of staff plans and strategic planning efforts.
• Assist with planning, classification, and recruitment for new agency programming or hosted entities.

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, 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.

Academic credentials may substitute for experience: 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.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications may result in disqualification and removal from consideration.

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.

Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-11 or higher and…