Administrative Specialist​/Trainee - NY HELPS

Administrative Specialist

Serve as liaison with the Division of Human Resources. Provide direction to Command Staff regarding requests to fill vacancies, canvassing, recruitment, selection and appointment.

Administer the hiring process to fill permanent and seasonal vacancies statewide [including the Assistant Forest Ranger (AFR) Program] which includes:

• Compose and conduct eligible list canvasses and union-negotiated transfer canvasses
• Compose and submit vacancy posting requests
• Determine eligibility of interested candidates
• Assemble appointment packages and award transfers accordingly
• Schedule interviews; prepare and mail interview materials to candidates; prepare evaluation forms for interview board members accordingly.

Complete personnel transactions (HR2s) for all DFP members statewide (permanent and seasonal) including:

• Address changes
• Promotions & transfer awards
• Military and other leaves
• Disciplinary settlements
• Seasonal item changes

Provide guidance to Division members statewide related to health benefits, retirement, workers' compensation, and use of military and other leave benefits.

Process updates to statewide member rosters on the division's in-house databases, which also includes:

• Divisional organization chart
• Current staffing level chart
• Current divisional district descriptions chart
• Ranger supervisor telephone list
• The Division of Criminal Justice's Acadis system
• Share Point
• Outlook Address Books
• OPP database
• DEC's public website
• Seniority rosters for all DFP police officer titles.

Manage performance evaluations for the Central Office staff and process (record, copy, and forward on to Personnel) performance evaluations from the regions.

Administer the forest ranger academy basic school hiring process. Canvass candidates and record each candidate's progression through the mandatory physical ability test, background investigation process, medical and psychological examinations, polygraphs, and oral board interviews. Determine eligibility of recommended candidates. Assemble appointment packages accordingly.

Serve as liaison to the Office of Communications for updates required on the DEC public website.

Prepare and order plaques, certificates, and letters from the commissioner for retiring DFP personnel.

Act as building I.D. Coordinator and as Building Maintenance Coordinator for the division.

Supervise subordinate staff as needed: approve time-sheets, develop performance programs, maintain IDPs and performance evaluations.

Complete special projects as requested.

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.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

• Non competitive qualifications:
• 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.
• For all of the above: an 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 five years of specialized experience; J.D. may substitute for six years of specialized experience.
• Competitive qualifications:
• Reassignment
  - Currently in the title of Administrative Specialist 1 and an employee of DEC
• Reinstatement Eligible
  - Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.
• Transfer Eligible
  - One year of permanent competitive service at Salary Grade 11 or higher AND…