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New York State Civil Service Administrative Specialist 1 / Trainee 1-2 (NY HELPS) – Vacancy ID# 158783 in New York, New York

NY HELP Yes

Agency State, Department of

Title Administrative Specialist 1 / Trainee 1-2 (NY HELPS) – Vacancy ID# 158783

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade 18

Bargaining Unit PS&T - Professional, Scientific, and Technical (PEF)

Salary Range From $49363 to $82656 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County New York

Street Address 123 William Street

City New York

State NY

Zip Code 10038

Minimum Qualifications NY HELPSThis title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).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 apply. 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 of 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.NON-COMPETITIVE MINIMUM QUALIFICATIONS:Trainee 1:A bachelor's or higher degree.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.Substitution:A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.Full Level: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.Substitution:A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.70.1 TRANSFER QUALIFICATIONS:One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 11 or higher eligible for transfer and determined to be similar by Civil Service. 52.6 TRANSFER QUALIFICATIONS: One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 18 or higher eligible for transfer and determined to be administrative by Civil Service.For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title requires special qualifications for 52.6 or 70.1 transfer as detailed above. PROVISIONAL QUALIFICATIONS: Based on the results of the canvass of the current eligible list for the Administrative Specialist 1 the Department may elect to make a provisional appointment to this position rather than a permanent appointment. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Professional Career Opportunities (PCO) exam and be reachable for appointment from the newly established eligible list. The minimum qualifications for Provisional appointment are:If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.Trainee 1:You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are: A bachelor's or higher degree.Trainee 2:The open competitive qualifications are: A bachelor's or higher degree, also Either 1. One year of professional experience; OR 2. a Juris Doctor, master’s or higher degree in a field related to the position being filledFull Level:The open competitive minimum qualifications are: A bachelor's or higher degree, also Either 1. Two years of professional experience, OR 2. A Juris Doctor, master’s or higher degree in a field related to the position being filled AND one year of professional experience.Professional experience must be performing the duties of the full performance level position.Hiring agencies have discretion in determining whether a degree is related to the duties of the position. It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.55 B/C QUALIFICATIONS:Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are: If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.Trainee 1:You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are: A bachelor's or higher degree.Trainee 2:The open competitive qualifications are: A bachelor's or higher degree, also Either 1. One year of professional experience; OR 2. a Juris Doctor, master’s or higher degree in a field related to the position being filledFull Level:The open competitive minimum qualifications are: A bachelor's or higher degree, also Either 1. Two years of professional experience, OR 2. A Juris Doctor, master’s or higher degree in a field related to the position being filled* AND one year of professional experience.Professional experience must be performing the duties of the full performance level position.*Hiring agencies have discretion in determining whether a degree is related to the duties of the position. It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Duties Description The Administrative Specialist 1 duties in Economic Development will include but are not limited to the following:• 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.• Manages the purchase and locates sources of 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 classifications requests.• Answers questions from program managers and staff about human resources laws, policies, and practices.

Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.

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

Name Deirdre Kelly

Telephone 5184742752

Fax 518-402-3656

Email Address HRM.recruitment@dos.ny.gov

Address

Street One Commerce Plaza, suite 1150

99 Washington Ave

City Albany

State NY

Zip Code 12231

Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, resume, and New York State Part 1 Application (https://dos.ny.gov/employment-opportunities) to HRM.Recruitment@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.

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