Overview
Occupational Category
Other Professional Careers
Salary Grade
Grade 14
Grade 16
Grade 18
Salary Range
From $52,198 to $82,656 Annually
From $52,198 to $82,656 Annually
Employment Type
Full Time
Appointment Type
Contingent Permanent
Jurisdictional Class
Competitive Class
Travel Percentage
0%
Workweek
Mon-Fri, 8:00AM - 4:00PM
Location
110 State Street
Albany, NY 12236
110 State Street
Albany, NY 12236
Hours Per Week
37.5
Flextime Allowed
No
Mandatory Overtime
No
Compressed Workweek Allowed
Yes
Telecommuting Allowed
Yes
Open Positions
Administrative Specialist 1 (SG-18)
Administrative Specialist Trainee 2 (SG-14)
Administrative Specialist Trainee 1 (SG-13)
Minimum Qualifications
No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program.
- Administrative Specialist Trainee 1
- A bachelor’s or higher degree.
- Administrative Specialist Trainee 2
- A bachelor's degree.
- 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
- A bachelor's degree.
- 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.
Other Ways to Qualify:
- You're currently reachable on the the appropriate eligible list for this title,
- You're eligible under the 55 b/c program, OR
- For 70.1, 52.6, or 70.4 transfer to a Administrative Specialist 1, salary grade (SG)-18, you must have one year of permanent competitive, or 55-b/55-c service in an approved title for transfer allocated to an SG-16 or above. SG-12 or above for a Trainee 2, SG-11 or above for a Trainee 1, depending on qualifications. To determine if you're current Civil Service title is eligible for transfer to this title, visit the Career Mobility website. Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade. Depending on qualifications, you may be required to serve a 1 or 2-year traineeship that leads to the full level SG-18 position.
Duties
Assists in preparing and administering the annual budget and financial plan and may prepare and manage the plan for a program.
- Assesses annual financial needs and proposals.
- Discusses and clarifies proposals with program managers.
- Obtains and develops information to plan, prepare, and justify proposed and projected expenditures.
- Prepares recommendations, summaries, and justifications for submission to agency Finance Office.
- Answers questions and provides information to financial administrators, the Division of the Budget, and the Legislature.
- Prepares an expenditure plan and modifies the plan as program needs change.
- Maintains financial records to monitor and control expenditures.
- Prepares and evaluates expenditures and other financial reports.
- Prepares grant applications and administers approved grants.
Manages the purchase of goods and services.
- Locates sources for goods and services.
- Prepares cost/benefit analyses of goods and services and meets with vendors and contractors to discuss potential purchases.
- Coordinates the purchase and installation of equipment and systems and arranges maintenance contract.
- Approves purchases and requisitions, assigns approved expenditures to programs, and maintains records of purchases.
- Resolves problems with vendors.
Oversees human resources activities for an assigned program area.
- Initiates and prepares requests to fill vacancies.
- Reviews requests to fill vacancies to determine if they are in accordance with approved staffing plans and prepares justifications to fill vacancies.
- Arranges and assists in conducting interviews and making hiring decisions.
- Obtains and reviews credentials, references, and other documentation to support transactions and decisions about hiring and promotion.
- Prepares job descriptions and justifications to support classification requests.
- Answers questions from program managers and staff about human resources laws, policies, and practices.
- Provides information about employee benefits and obtains assistance in resolving problems.
- Maintains employee training records and reviews and approves training nominations for staff.
- Arranges for special training in response to management, program, and staff needs.
- Administers the performance evaluation program for staff.
May oversee office support activities for an assigned program area. In contrast to the Office Services Manager title series, incumbents in these positions do not supervise or oversee centralized office support activities for an agency.
- Reviews equipment and space needs and prepares space utilization plans.
- Manages telecommunications programs by arranging for installation, maintenance, and modification of telephone and telecommunications systems.
- Assists in analyzing, developing, and implementing computer systems to meet office and program needs by conducting assessments and meeting with systems analysts to assist in defining, selecting, and installing hardware and software.
Prepares and revises work methods and procedures.
- Conducts studies to determine the efficiency and effectiveness of staffing patterns, work methods, and procedures, and recommends revisions.
- Prepares procedures to describe, revise, and control work activities.
- Compiles data and prepares reports and recommendations about work problems.
- Develops and implements record-keeping systems and controls.
Performs staff services for executive staff and program managers.
- Conducts special studies and research about issues and programs and prepares reports and recommendations.
- Evaluates proposed policies, legislation, position papers, and management proposals, and prepares written analysis and recommendations describing impact, potential benefits and problems.
- Administers communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials.
- Represents executive and management staff at meetings, hearings, and conferences, and on committees.
- Prepares reports about program activities.
- Prepares speeches and supporting material for executive staff.
- Prepares written materials, including brochures, reports, and other material, about programs. Administers the Freedom of Information Act by reviewing requests for information, locating material requested and determining if it is available to the public in accordance with the law, and forwarding the material to the requestor.
- Clarifies and interprets policies and procedures and assures policies and procedures are available for and sent to affected individuals and programs.
May be assigned to supervise and administer small programs or parts of programs. Supervises professional and support staff assigned to the office by performing the full range of supervisory activities.
Desired Competencies
- Excellent customer service skills.
- Strong writing skills and experience independently drafting correspondence to audiences at various levels internal and external to the organization.
- Excellent oral communication skills and ability to present information to others, both individually and in group setting, clearly and concisely.
- Demonstrates strong interpersonal skills and ability to work with others.
- Strong problem solving, research and analytical skills.
- Demonstrates experience with maintaining a high level of confidentiality.
- Demonstrates technological proficiency including Microsoft Excel, Word, Visio, and Access.
- Ability to flourish in a fast-paced environment that requires significant multi-tasking and changing priorities.
- Demonstrates strong organizational skills and attention to detail.
- Demonstrated initiative in professional self-development.
Cover Letter, Resume & Transcripts
Reference Item 154375-NY HELPS- Administrative Specialist 1 (Albany) on your cover letter for proper routing. Be sure to submit an unofficial copy of any transcripts you may have with your cover letter and resume as there are educational requirements for this position.