Position Information

NY HELPYes

AgencyLabor, Department of

TitleAdministrative Specialist 1/Trainee 1/2 - Albany (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

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

Salary RangeFrom $53764 to $85138 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 10%

Schedule

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Harriman State Office Campus

Building 12

City Albany

StateNY

Zip Code12226

Job Specifics

Duties Description As part of the Event Management team, you would perform the following functions:

• Manage and maintain office operations, including ordering, organizing, and tracking office supplies and event materials.
• Oversee inventory of supplies, ensuring availability and proper storage.
• Approve purchases, requisitions, and assign expenditures to appropriate programs, maintaining records.
• Submit requests within the Statewide Financial System (SFS) and manage budget-related documentation.
• Submit requests to Communications for graphics, signage, photos, videos, and printed materials.
• Assist with invoice processing, receipts, and final reconciliation related to events.
• Obtain and develop information to justify proposed expenditures and prepare cost/benefit analyses.

• Organize, maintain, and archive event files, folders, and records, including databases of client information, event details, and financial transactions.
• Coordinate event logistics, including preparing and distributing signage, name tags, attendee materials, swag bags, and on-site support.
• Submit requests and documents to Communications for graphics, signage, photos, videos, printed materials, and postings, ensuring quality control and approval prior to distribution.
• Develop and manage checklists and timelines for boards, committees, and events.
• Assist with board and committee materials, including updating checklists and distributing materials 60 days in advance.
• Assist in event setup, including logistics coordination, preparing materials, and on-site support.
• Track room block and catering deadlines, confirming numbers before cutoffs.
• Distribute event materials such as signage, name tags, and attendee materials, and coordinate last-minute updates.
• Manage email invitations, RSVPs, reminders, and last-minute updates related to events and meetings.
• Create Microsoft Forms for event invitations and data collection, track responses, and manage registration processes, including attendee data accuracy.

• Provide comprehensive administrative support to the Event Management team, including scheduling meetings, managing calendars for the Events Manager and Assistant Manager, preparing correspondence, and tracking communications.
• Draft and distribute meeting notes, follow-up communications, and distribute status updates for boards and committees.
• Support the development of proposals, reports, and other documentation as required.
• Coordinate travel and accommodations for team members and the manager.
• Reconcile office expenses, PCard transactions, and assist with invoice processing, receipts, and final financial reconciliation.
• Respond promptly and professionally to customer inquiries, ensuring exceptional client service.
• Contribute to special projects and other duties as assigned.


Preferred Qualifications:
• Ability to initiate and maintain relationships across a diverse set of stakeholders
• Experience in event planning, coordination, hospitality, or related roles, demonstrating strong organizational skills and attention to detail.
• Excellent written and verbal communication skills, with the ability to professionally interact with clients and stakeholders.
• Experience managing inventory or supply chains.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Flexibility to assist with on-site event operations, which may occasionally require evening or weekend availability.
• A proactive attitude with strong problem-solving skills and a customer-focused mindset.

Minimum Qualifications This 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 may be filled via a non-competitive appointment, if they meet the below NY HELPS minimum qualifications.

Admnv Specialist Trainee 1 – A bachelor's or higher degree.

Admnv 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.

Admnv 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.

It is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status in the future, without having to compete in an examination. Employees will then be afforded 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.

Competitive Minimum Qualifications:
A review of your state history is needed, if you meet any of the below Permanent Competitive qualifications. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information via email, a representative from our office will contact you via phone.

As this position requires travel, the appointee must have a valid license to operate a motor vehicle in New York State and have a motor vehicle or otherwise demonstrate their capacity to meet the transportation needs of the position.

Reassignment:
Current Department of Labor employees only, with at least one year of permanent, contingent-permanent, or 55b/c service in a/an Administrative Specialist 1 if you have less than one year, you must be reachable on the current Administrative Specialist 1 eligible list for this location, if one exists.

55 B/C Qualifications:
This position is designated 55b/c and is subject to verification of applicant eligibility. Please provide a copy of your 55b/c letter when applying. You must meet the open competitive qualifications from the most recent examination announcement.

Subsequent 55 B/C Qualifications:
A subsequent 55b/c appointment may be considered if you have one year of permanent or contingent-permanent service in a qualifying title and have a current Civil Service 55b/c approval letter.

70.1 Transfer Qualifications:
One year of permanent or contingent-permanent as a Grade 11 or higher determined to be similar by Civil Service.

52.6 Transfer Qualifications:
Current New York State employee with one year or more permanent, contingent-permanent or 55b/c service in a position allocated to a Grade 11 or higher and deemed Administrative by the Department of Civil Service may be eligible for transfer under section 52.6 of the Civil Service Law.

70.4 Transfer Qualifications:
Current New York State employee with one year or more of permanent, contingent-permanent or 55b/c service in a position allocated to a Grade 11 or higher and deemed Administrative and who has passed the PCO or PATT exam and has a bachelor’s degree may be eligible for appointment.

Note: For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/ .

Note: It is essential that you describe your qualifying education and/or experience as completely as possible on your application; your application should describe in detail the kind of service and information you provide to the general public. Omissions or vagueness may not be interpreted in your favor. Additionally, in accordance with Civil Service Law, provisional service immediately prior to a permanent appointment to this title is now credited towards the completion of probation upon permanent appointment.

Additional Comments Candidates with no previous state service will begin at the starting rate of the salary range listed above.

If you are a current NYS employee and have questions regarding salary, please contact the Business Services Center (BSC): 518-457-4272, BSCHR@ogs.ny.gov.

Telecommuting is available and can be discussed during the interview.

We offer a comprehensive benefits package, including:
• 13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year
• Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage).
• Choice of several affordable and competitive health insurance plans
• Dental and vision insurance plans at no additional cost
• Membership in the NYS Employee’s Retirement System
• NYS Deferred Compensation Investment Plan
• Eligibility to apply for Public Service Loan Forgiveness (PSLF) (full-time employees)
• Eligibility to apply for tuition reimbursement for qualifying employees and courses
• Paid Parental Leave

Our mission is to provide outstanding services to our customers—the workers and business that call New York home. We help New Yorkers find careers they will love. We build and support New York’s businesses. We empower and protect New York’s workers. To learn more about our mission and the exciting work of the DOL, please visit: https://dol.ny.gov/about-us

DOL is committed to fostering employee engagement and work-life balance. We offer telecommuting (up to 40%) and alternative work schedules to eligible employees. Our exciting training and development opportunities, including Coursera and our formal Employee Recognition Program allow us to develop, recognize, and celebrate our workforce.

Please note that specific benefits and programs may vary based on negotiating unit, current contract, length of State service, and program area.

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

How to Apply

Name Leo Trippen

Telephone 5184571020

Fax EFax: 5184742871@fax.ny.gov

Email Address labor.sm.personnel.jva@labor.ny.gov

Address

Street Harriman State Office Campus, Building 12

Room 561

City Albany

State NY

Zip Code 12226

 

Notes on ApplyingAll candidates must submit a written resume and cover letter which clearly demonstrates how they meet the minimum qualifications for the position. These documents must be received by 9/19/2025 and submitted via email to labor.sm.personnel.jva@labor.ny.gov or mailed to the NYS Department of Labor, Personnel Bureau, Building 12, Room 561, State Office Campus, Albany, NY 12226. You must include, Vacancy ID 197198, Administrative Specialist 1, in the subject line of your email. Failure to do so may result in a delay of processing your application.

Candidates from diverse backgrounds are encouraged to apply. Department of Labor is an Equal Opportunity/Affirmative Action Employer committed to ensuring equal opportunity for persons with disabilities and workplace diversity.

New York State (NYS) is an equal opportunity/affirmative action employer. NYS Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, carrier status, gender identity or prior conviction records, or prior arrests, youthful offender adjudications or sealed records unless based on a bona fide occupational qualification or other exception.

If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please contact: Department of Labor, Attn: Director, Office of Diversity, Equity, Inclusion and Access (ODEIA), Building 12, Albany, NY 12226 (Phone (518) 457-1984 and/or fax (518) 485-2575.)