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

Administrative Specialist

Under the general direction of the Regional Director, the incumbent will work with regional management to evaluate programs, staffing needs, monitor employee fill levels and staffing targets. The incumbent will provide guidance on policy & procedures working directly with Budget, Personnel and Executive staff as needed, and will function as the administrative liaison for the Region with the Personnel Bureau, Transportation Budgeting Bureau, Employee Relations, Purchasing Unit and Payroll on behalf of the Regional Director. The incumbent may also supervise staff as needed or serve as team leader on special projects. Additional duties will include, but are not limited to :

• Assess and analyze staffing plans and workforce needs to establish solutions to identified issues.
• Research, analyze, develop and prepare position justifications and duties descriptions.
• Coordinate the Regional hiring process for each program area to ensure that the Region's priorities and needs are met.
• Coordinate Regional administrative functions related to contracts, finances, purchasing, inventory, equipment and office space needs
• Prepare and process purchase orders and vouchers and ensure compliance with purchasing guidelines.
• Develop and implement tracking systems and workflow processes to assess operations and workflow.
• Conduct studies and research projects regarding program issues, office priorities, and activities for upper management.
• Interpret and distribute policies and procedures, and when necessary, assess the effect of such on Regional operations.
• Provide technical financial assistance to program managers.
• Review and update organizational policies and procedures as needed.
• Assist in developing and preparing office's annual budget, staffing plan, and federal grant financial plans.
• As needed, represent the Regional Director or Group Directors at meetings or committees. Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations.

Minimum Qualifications : This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Additional Comments :

If you are on the Professional Career Opportunities (PCO) eligible list, please state that along with your score in your cover letter. Your required educational credentials must have been awarded by an educational institution accredited by a regional, national, or specialized agency recognized as an accrediting agency by the United States (U.S.) Department of Education / Secretary of Education. If awarded by an institution outside of the U.S. and its territories, you must provide independent verification of equivalency. A list of companies that provide these services (fees must be paid to the company you choose) can be found at : http : / / www.cs.ny.gov / jobseeker / degrees.cfm

Applicants must be currently authorized to work in the United States on a full-time basis.