Administrative Specialist 1/Trainee (NY HELPS)

Duties Description Under the direction of the Deputy Commissioner for Technology for DOT (M6 Manager Information Systems), within the Dedicate Support/DOT/DOT Division/Bureau/Section, the position will be responsible for executive administrative support for the leadership team and will assume a wide variety of administrative functions and key operational tasks for the office.

Specific duties include, but are not limited to:

-Responsible for managing the Deputy Commissioner for Technology's (DCT's) calendar in MS Outlook, including scheduling meetings with other management teans, interfacing with other executive administrative staff, managing conference room reservations, and resolving scheduling conflicts.
-Responsible for managing DCT's State Financial System (SFS) travel entries as needed.
-Responsible for managing DCT's Project Sunlight entries as needed.
-Responsible for operational procurement needs, such as office supplies, travel and conference fees, and other needs, and recording and reconciling such purchases in the State Financial System (SFS).
-Assist with business procurement needs, including acquisition of vendor quotes, entry of purchase request forms, facilitating the process for getting approvals, funding commitments, and tracking such processes.
-Responsible for entering visitors into the visitor management system for both the main office and downtown locations and escorting within the main office building as needed.
-Assist team with interview scheduling and processing, submitting, and tracking forms and processes related to Human Resources and Consultant hiring/staffing workflows.
-Liaise with department staff for space planning, seat/office moves, mail processing, office supply needs and organization, and other office maintenance needs.
-Participate in the local office management team, ensuring adherence to internal controls and policies/procedures.
-Other duties as assigned.

Minimum Qualifications NYS HELPS:
Administrative Specialist Trainee 1 (equated to salary grade 13)*
-A bachelor's degree or higher

Administrative Specialist Trainee 2 (equated to a salary grade 14)*
-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.

Please note:
o Appointment to this position and continued employment with the agency is contingent upon obtaining and/or maintaining New York State residency within six months of hiring.
o Appointment to this position is not final until all agency approvals have been granted.

Additional Comments Fingerprinting and background check are required for employment with ITS.

Benefits of Working for NYS
Generous benefits package, worth 65% of salary, including:

Holiday & Paid Time Off
-Thirteen (13) paid holidays annually
-Up to thirteen (13) days of paid vacation leave annually
-Up to five (5) days of paid personal leave annually
-Up to thirteen (13) days of paid sick leave annually for PEF
-Up to three (3) days of professional leave annually to participate in professional development.

Health Care Benefits
-Eligible employees and dependents can pick from a variety of affordable health insurance programs
-Family dental and vision benefits at no additional cost

Additional Benefits
-New York State Employees' Retirement System (ERS)Membership
-NYS Deferred Compensation
-Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds-Public Service Loan Forgiveness (PSLF)
-And many more.

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 are applying. 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 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.

Some positions may require additional credentials or a background check to verify your identity.

Some positions may require additional credentials or a background check to verify your identity.

Name Michael Penticuff

Telephone 518-473-0398

Fax 518-402-4924

Email Address PostingResponses@its.ny.gov

Address

Street NYS Office of Information Technology Services

Empire State Plaza, Swan Street Building, Core 4, Floor 1

City Albany

State NY

Zip Code 12220

Notes on Applying To apply, please submit a cover letter and resume which clearly describe how you qualify. Please indicate that you are applying for Administrative Specialist 1/Trainee #00453475 in the subject of your email.

Your Social Security number may be requested to confirm your eligibility.

New York State is an equal opportunity employer.