Administrative Specialist​/Trainee ; NY HELPS

Administrative Specialist 1/Trainee 1/2 (NY HELPS)

Base pay range: $53,764.00/yr - $85,138.00/yr

• Provide assistance and staff services to the Director and supervisors as needed.
• Conduct Plan To Procedure (PTP) standardization and coordination: coordinate with facilities or bureaus and Finance for PTP submission. Track all incoming requests and follow through to completion/fulfillment.
• Assist in planning of the bureau’s budget and financial plans, including coordination of various program areas, summaries of needs, and recommendations. Maintains financial records for the bureau.
• Coordinate monthly recurring fees such as connectivity/internet for facilities.
• Assist in the procurement of standard networking supplies (racks, cables, etc.) associated with Connectivity projects.
• Assist with management, tracking, and analysis of various lists for new and ongoing initiatives.
• Order office supplies and schedule maintenance and repair of office equipment and complete the purchase order/procurement logs.
• Monitor the progress of requisitions to purchase orders and coordinate any additional paperwork needed to process in a timely manner.
• Serve as a Travel Proxy. Make travel arrangements, prepare travel vouchers, supporting documentation, coordinate PCard/Travel Reconciliation purchases and submit travel reports.
• Assist supervisors during the hiring process, prepare correspondence on job descriptions/request to fill justifications, coordinate and schedule interviews, draft responses, and track applications; and assist with onboarding new employees.
• Serve as Intranet and SharePoint focal by updating outdated info and contact information, restructuring content presentation, reworking processes, and uploading new standard forms and processes.
• Create correspondence, documents, and records; review outgoing correspondence for clarity, content, and proper grammar.
• Schedule meetings.
• Assist in coordination of outreach to facilities.

Administrative Specialist Trainee 1, Non‑Statutory (NS) Equated (EQ) to Salary Grade (SG) 14:

• A bachelor's or higher degree; OR
• An associate’s degree AND two (2) years of qualifying experience; OR
• Four (4) years of qualifying experience.

For appointment to Administrative Specialist Trainee 2, NS EQ to SG‑16 you must have:

• A master’s degree or higher; OR
• A bachelor’s degree AND one (1) year of qualifying experience; OR
• An associate’s degree AND three (3) years of qualifying experience; OR
• Five (5) years of qualifying experience.

For appointment to Administrative Specialist 1, SG‑18, you must have:

• A doctorate; OR
• A master’s degree AND one (1) year of qualifying experience; OR
• A bachelor’s degree AND two (2) years of qualifying experience; OR
• An associate’s degree AND four (4) years of qualifying experience; OR
• Six (6) years of qualifying experience.

Your degree must have been awarded by an accredited college or university. If your degree was awarded outside the U.S., provide independent verification of equivalency. Professional experience must be performing the duties of the full performance level position. Hiring agencies have discretion in determining whether a degree is related to the duties of the position.

Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent‑permanent qualifying service as an Administrative Specialist 1/Administrative Specialist Trainee 1/2. If you have less than one year, you must be reachable on the current eligible list for this location.

A subsequent 55‑b/c appointment may be considered if you have at least one year of permanent or contingent‑permanent qualifying service and have a current Civil Service 55‑b/c letter of eligibility.

At least one year of permanent or contingent‑permanent qualifying service as a Grade 12 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

At least one year of…