Administrative Specialist 1 - 8862

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The duties that the incumbent of the vacancy will be expected to perform. Duties Description ITS provides operational support to state agencies on a 24x7x365 basis; some positions may be required to provide this critical service at any time.Under the direction of the Administrative Specialist 2 within the Dedicated Support Division, Bureau of Department of Labor (DOL). The incumbent will work within the Business Office Administration team and will participate in operational and project support activities. They will support the DOL dedicated team unit leads and managers by having discussions and providing status regarding staff needs for training, onboarding/offboarding, space, equipment, software, procurements, other areas. They will participate in planning engagements between DOL finance and administration and Information Technology Services (ITS) finance and administrative units in support of the DOL dedicated team. In addition, they will perform analysis and create reports to advise Dedicated leadership team and ITS executives on dedicated team finances, staffing, and other administrative planning activities going on across the dedicated team. Specific duties shall include, but are not limited to: Staff Development In consultation with managers, develop and update training plans. Create reports to track staff progress and provide to management as needed. Data analysis: Using data to plan instruction and assist with assessment development Collaboration: Collaborating with others to identify staff development needs Training support: Assisting with locating and disseminating instructional materials Technical leadership: Translating product and business objectives into technical proposals and decisions Vendor and Financial Services Negotiating initial pricing and renewal terms with vendors. Managing vendor relationship. Finding vendors that potentially meet requirements outlined by agency and the technical experts. Managing procurement process and completing required documentation, with assistance from subject matter experts. Administrative Support Communication: Answering phones, escorting visitors, and responding to inquiries Scheduling: Scheduling appointments, meetings, and events Document preparation: Preparing reports, memos, onboarding/offboarding, hiring, and other correspondence Record keeping: Organization charts, seating charts, ordering systems, and employee lists Office management: Ordering supplies and other office equipment procurements. Engagement with agency facility teams for office cleanliness, spacing, and other needs. The minimum qualifications required for this vacancy. Minimum Qualifications NYS HELPS: Administrative Specialist Trainee 1 (equated to salary grade 14)*-A bachelors degree or higherAdministrative Specialist Trainee 2 (equated to a salary grade 16)*-A bachelors 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.Administrative Specialist (salary grade 18)-A bachelors 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.NOTE: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).Transfer: Open to NYS employees with one year of permanent, contingent permanent, or 55b/c service as an Administrative Specialist 1, SG-18; OR who are in a title SG-16 or above deemed administrative under Section 52.6 of the Civil Service Law; OR in a title approved for transfer under Section 70.1 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two grades.Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be reinstated pursuant to Civil Service Law. If you left state service less than one year ago, there reinstatement request from a state agency will usually be approved by the Department of Civil Service. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission.55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess the minimum qualifications and a current 55b/c eligibility letter. For 55 b/consideration, candidates must satisfy at least one of the Open Competitive qualifications listed below.*Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18. Additional comments regarding the vacancy. Additional Comments Some positions may require fingerprinting. Some positions may require up to 25% travel and/or lifting up to 50 lbs. Some positions are pending Civil Service approval. Details of position(s) will be described further if you are selected for an interview. Positions located in New York City, will receive an additional $3,400 downstate adjustment location pay with regular annual salary. Positions located in the Mid-Hudson will receive an additional $1,650 adjustment location pay.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.We are recruiting for 3 positions within this role.Benefits of Working for NYS Generous benefits package, worth 65% of salary, including: Holiday & Paid Time Off• Thirteen (13) paid holidays annually• Up to Thirteen (13) days of paid vacation leave annually• Up to Five (5) days of paid personal leave annually• Up to Thirteen (13) days of paid sick leave annually for PEF.• Up to three (3) days of professional leave annually to participate in professional developmentHealth Care Benefits• Eligible employees and dependents can pick from a variety of affordable health insurance programs• Family dental and vision benefits at no additional costAdditional Benefits• New York State Employees Retirement System (ERS) Membership• NYS Deferred Compensation• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds• Public Service Loan Forgiveness (PSLF)• And many more.The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply. Some positions may require additional credentials or a background check to verify your identity.

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