Administrative Specialist 1 (NYS HELPS)

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS :

Administrative Specialist Trainee 1 : A bachelor's degree or higher.

Administrative Specialist Trainee 2 : 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 : 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.

COMPETITIVE MINIMUM QUALIFICATIONS :

Candidates must be reachable for appointment on Current Civil Service Eligible List for this title.

REASSIGNMENT QUALIFICATIONS :

Current Office for People with Developmental Disabilities employees with one year of permanent, contingent permanent, or 55 B / C service as an Administrative Specialist 1.

If you have less than one year, you must be currently reachable on the eligible list.

TRANSFER QUALIFICATIONS :

Candidates must have one year of permanent competitive or 55-b / c status in the posted title and be eligible for lateral transfer;

OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website : https : / / / cmo / gotit / .

55 B / C QUALIFICATIONS :

• Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.
• Meet the applicable minimal mental and / or physical requirements for the job (with a reasonable accommodation, if necessary)
• Have a current Eligibility Letter from the NYS Department of Civil Service, / rp55 / , and be able to provide it to the Human Resources Office upon request.

The position may be filled at the Administrative Specialist Trainee 1 level equated to SG-13 ($51,920), Administrative Specialist Trainee 2 level equated to SG-14 ($55,005) or full performance Administrative Specialist 1 SG-18 ($65,164), based on education and experience.

Candidates hired at the trainee level will be advanced to the full performance Administrative Specialist 1 SG-18 following the successful completion of the traineeship.

Duties Description Under the direction of the Anti Discrimination Investigations Unit (ADID) Team Leader & Assistant Manager, the Administrative Specialist 1 work independently to coordinate all support activities for the ADID Team staff, as well as provide direct secretarial and administrative support for the Manager / Assistant Manager.

The incumbent will also be responsible for the day-to-day office operations.

Duties include but are not limited to :

• Provide professional administrative support to the ADID Team Leader & Assistant Manager.
• Prepare relevant reports related to program activity through data collection.
• Prepare routine email correspondence.
• Set and manage deadlines and responses to correspondence for timely production of reports and notices. Follow-up with appropriate parties as needed to ensure completion.
• Administer communication by responding to routine questions fielded through phone calls and emails in a professional manner.

Responsible for referring more complex and technical questions to appropriate staff members.

• Manage team calendars, schedule meetings and appointments as necessary, as well as resolve any schedule conflicts. Function as the primary contact for Biweekly Team's meeting arrangement.
• Accompany Team Manager / Assistant Manager to meetings as needed.
• Serve as purchasing agent, procure services, supplies, and work orders following Statewide Financial Service (SFS) Guidelines.
• Design, set up, and maintain data storage systems including paper and electronic files for Team staff and keep shared computer files up-to-date and organized.

Retrieve material from these systems as required by staff. Periodically purge obsolete material for storage in records center or for disposal.

Open, review, and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail if necessary.

Monitor responses due and follow-up with staff to ensure timely replies.

• Ensure coordination of special mail pick-up and deliveries with Mail and Supply staff.
• Resolve day to day operational issues including troubleshooting phone and computer issues.

Preferred qualifications :

• Highly proficient in the use of Microsoft Office including Excel and Powerpoint.
• Excellent organizational, interpersonal, customer service and written communication skills.
• Ability to work as part of a team and independently.
• Ability to deal with multiple priorities and competing deadlines.
• Attention to detail a must.

Telecommuting options to be discussed during the interview.

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