StateJobsNY
Administrative Specialist 1 (NY HELPs) - 9249
StateJobsNY - Rensselaer, New York, United States, 12144
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Overview
Administrative Specialist
Under the direction of the Deputy Commissioner for Technology, within the Dedicated Support team, Office of Children and Family Services Portfolio, the incumbent will communicate and collaborate with ITS staff, Office of Children and Family Services staff as well as IT staff in county social services offices across the state. Specific duties include, but are not limited to: Assists creating and distributing the reports to our client agency. Manages the OCFS dedicated team rosters and reconciles finance and HR rosters every month. Obtains information to plan, prepare, and justify proposed and projected expenditures. Answers questions and provides information to the dedicated team staff, customers and ITS shared servers staff in general. Manages office support activities. Manages central files, printing, inventory, mail, and other support operations for the OCFS dedicated team. Assists in supporting the OCFS dedicated team's TEAMS channel information sharing site which is used extensively to share information throughout the OCFS dedicated team. Prepares and revises work methods and procedures. Prepares procedures to describe, revise, and control work activities. Collects information and prepares reports and presentations to support portfolio staff. Designs, revises, and controls the use of Microsoft forms. Performs staff services for executive staff. Prepares written materials including status reports and documentation to address questions related to ITS. Manage the visitors in the Visitor management system for multiple buildings where OCFS dedicated team staff is located. Collaborate with other admins to schedule meetings and to support DCT community activities. Plans, organizes and coordinate all in-person including townhall meetings, lunch and learns, LAN Admin Conference and any other employee engagement activities. Administrative support for the small procurement and maintaining the procurement documents for the team. Help in onboarding and offboarding, HBITS renewals, and appraisals for the staff. Updates and maintains the OCFS dedicated team organization chart. Minimum Qualifications: NYS HELPS: Administrative Specialist Trainee 1 (equated to salary grade 14)* - A bachelor's degree or higher. Administrative Specialist Trainee 2 (equated to a salary grade 16)* - A bachelor's degree and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. Administrative Specialist (salary grade 18) - A bachelor's degree and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. NOTE: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). Transfer: Open to NYS employees with one year of permanent, contingent permanent, or 55b/c service as an Administrative Specialist 1, SG-18; OR who are in a title SG-16 or above deemed administrative under Section 52.6 of the Civil Service Law; OR in a title approved for transfer under Section 70.1 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two grades. Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be reinstated pursuant to Civil Service Law. If you left state service less than one year ago, there reinstatement request from a state agency will usually be approved by the Department of Civil Service. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission. 55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess the minimum qualifications and a current 55b/c eligibility letter. For 55 b/consideration, candidates must satisfy at least one of the Open Competitive qualifications listed below. *Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18. Additional Comments: Some positions may require fingerprinting. Some positions may require up to 25% travel and/or lifting up to 50 lbs. Some positions are pending Civil Service approval. Details of position(s) will be described further if you are selected for an interview. Positions located in New York City, will receive an additional $3,400 downstate adjustment location pay with regular annual salary. Positions located in the Mid-Hudson will receive an additional $1,650 adjustment location pay. For the duration of the NY HELPS Program, this title maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. 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. Benefits of Working for NYS Generous benefits package, worth 65% of salary, including: Holiday & Paid Time Off, Health Care Benefits, and Additional Benefits. The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply. Some positions may require additional credentials or a background check to verify your identity.
Under the direction of the Deputy Commissioner for Technology, within the Dedicated Support team, Office of Children and Family Services Portfolio, the incumbent will communicate and collaborate with ITS staff, Office of Children and Family Services staff as well as IT staff in county social services offices across the state. Specific duties include, but are not limited to: Assists creating and distributing the reports to our client agency. Manages the OCFS dedicated team rosters and reconciles finance and HR rosters every month. Obtains information to plan, prepare, and justify proposed and projected expenditures. Answers questions and provides information to the dedicated team staff, customers and ITS shared servers staff in general. Manages office support activities. Manages central files, printing, inventory, mail, and other support operations for the OCFS dedicated team. Assists in supporting the OCFS dedicated team's TEAMS channel information sharing site which is used extensively to share information throughout the OCFS dedicated team. Prepares and revises work methods and procedures. Prepares procedures to describe, revise, and control work activities. Collects information and prepares reports and presentations to support portfolio staff. Designs, revises, and controls the use of Microsoft forms. Performs staff services for executive staff. Prepares written materials including status reports and documentation to address questions related to ITS. Manage the visitors in the Visitor management system for multiple buildings where OCFS dedicated team staff is located. Collaborate with other admins to schedule meetings and to support DCT community activities. Plans, organizes and coordinate all in-person including townhall meetings, lunch and learns, LAN Admin Conference and any other employee engagement activities. Administrative support for the small procurement and maintaining the procurement documents for the team. Help in onboarding and offboarding, HBITS renewals, and appraisals for the staff. Updates and maintains the OCFS dedicated team organization chart. Minimum Qualifications: NYS HELPS: Administrative Specialist Trainee 1 (equated to salary grade 14)* - A bachelor's degree or higher. Administrative Specialist Trainee 2 (equated to a salary grade 16)* - A bachelor's degree and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. Administrative Specialist (salary grade 18) - A bachelor's degree and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program. NOTE: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). Transfer: Open to NYS employees with one year of permanent, contingent permanent, or 55b/c service as an Administrative Specialist 1, SG-18; OR who are in a title SG-16 or above deemed administrative under Section 52.6 of the Civil Service Law; OR in a title approved for transfer under Section 70.1 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two grades. Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be reinstated pursuant to Civil Service Law. If you left state service less than one year ago, there reinstatement request from a state agency will usually be approved by the Department of Civil Service. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission. 55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess the minimum qualifications and a current 55b/c eligibility letter. For 55 b/consideration, candidates must satisfy at least one of the Open Competitive qualifications listed below. *Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18. Additional Comments: Some positions may require fingerprinting. Some positions may require up to 25% travel and/or lifting up to 50 lbs. Some positions are pending Civil Service approval. Details of position(s) will be described further if you are selected for an interview. Positions located in New York City, will receive an additional $3,400 downstate adjustment location pay with regular annual salary. Positions located in the Mid-Hudson will receive an additional $1,650 adjustment location pay. For the duration of the NY HELPS Program, this title maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. 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. Benefits of Working for NYS Generous benefits package, worth 65% of salary, including: Holiday & Paid Time Off, Health Care Benefits, and Additional Benefits. The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply. Some positions may require additional credentials or a background check to verify your identity.