Administrative Specialist 1/Trainee (NY HELPS) - 2316

Duties Description Assist the project Operations Specialist in assessing and anticipating needs of DLA's Bureaus, coordinating with HR on recruitments, preparing recruitment packages, tracking recruitment process, preparing organizational charts, onboarding/offboarding employees, LATS, and other tasks, as needed. Assist in coordinating office space, renovation, and office relocation from start to finish. Anticipate and resolve issues so that confidential work may continue with minimal disruption. Assist in coordinating the redistribution/removal of surplus furniture and equipment. Coordinate disposal of obsolete, broken, or no longer needed furniture and equipment. Submit work orders for building repairs and handle any follow up details or concerns. Arrange for new employee IDs and cancellation of departing employees' ID. Prepare justifications for employee ID upgrade access, as necessary. Request any other new user accounts. Assist the Records Management Liaison in overseeing the disposition of records maintained at the State Records Centers. Assist the Forms Liaison in ensuring forms initiated by DLA are routed through the appropriate channels in obtaining necessary approvals before being processed. Assist with the arrangement of appropriate computer accounts and appropriate network access for new employees and cancellation of computer accounts for departing employees. Assist Project Operations Specialist in billing, confirming receipts of goods and services, reviewing invoices for accuracy, approving and submitting invoices for payment through SFS. Assist in the overseeing of procurements, prepares justifications, locates sources for goods/services, prepare purchase requisitions using SFS. Assist Project Operations Specialist in preparing Division of Budget requests for approval of goods, services, travel. Assess needs for new equipment, prepare justifications, obtain budget approval, coordinate with ITS, and prepare orders. Assist the front office executive staff when required. Assist with scheduling meetings, reconciling travel, ordering office supplies, and any additional tasks that may arise. Minimum Qualifications Permanent transfer candidates: Current New York State Department of Health (DOH) employee with permanent or contingent-permanent status as an Administrative Specialist 1, Grade 18, OR a New York State employee with one year or more of permanent or contingent-permanent, competitive service in a title eligible for transfer to Administrative Specialist 1 under Section 52.6 or Section 70.1, or Section 70.4 of the Civil Service Law to a Administrative Specialist 1 (G18), Administrative Specialist Trainee 1 (NS), or Administrative Specialist Trainee 2 (NS). For more information on the types of transfers, transfer eligibility criteria, and the current transfer determinations for your title, visit the following website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm. Public candidates: Active list candidate on the New York State Department of Civil Service's Professional Career Opportunities (PCO) eligible list 26-872 with a score of 100 or higher OR PCO-Diversity eligible list 40-081 with a score of 100 or higher OR qualified 55B/C candidate in possession of a Bachelor's or higher degree. Open Competitive under NY HELPS Program: Administrative Specialist Trainee 1 (NS): A bachelor's or higher degree. Administrative Specialist Trainee 2 (NS): 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. A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. Administrative Specialist 1(G-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. A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. Preferred Qualifications: Experience handling sensitive confidential matters. Experience with complex issues and complex interactions. Proficient in Microsoft Office, including Word, Excel, PowerPoint, OneDrive, and SharePoint, as well as Adobe Pro. Experience communicating effectively with employees of all levels including management. Additional Comments This position is part of the NYS HELPS program. No examination is required. We offer a work-life balance and a generous benefits package, worth 65% of salary, including: • Holiday & Paid Time Off • Public Service Loan Forgiveness (PSLF) • Pension from New York State Employees' Retirement System • Shift & Geographic pay differentials • Affordable Health Care options • Family dental and vision benefits at no additional cost • NYS Deferred Compensation plan • Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds • And many more For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health's Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm Some positions may require additional credentials or a background check to verify your identity. Name Human Resources Management Group, SCD/AS/2316 Telephone 518-486-1812 Fax 518-473-3395 Email Address resumehealth.ny.gov Address Street RM 2217, Corning Tower, ESP City Albany State NY Zip Code 12237 Notes on Applying Please submit your resume and cover letter as one (1) document, preferably in PDF format, by email to resumehealth.ny.gov, with Reference SCD/AS/2316 included in the subject line or by mail to Human Resources Management Group, SCD/AS/2316, Rm 2217, Corning Tower Building, Empire State Plaza, Albany, NY 12237-0012, or by fax to (518) 473-3395. Failure to include the required information may result in your resume not being considered for this position.