Position Information

NY HELPYes

AgencyGeneral Services, Office of

TitleAdministrative Specialist 1 (NY HELPS) - VID 202025

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

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

Salary RangeFrom $53764 to $85138 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

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? No

Location

County Albany

Street Address Empire State Plaza

City Albany

StateNY

Zip Code12242

Job Specifics

Duties Description Under the direction of the Chief Procurement Officer, the Administrative Specialist 1 serves as the primary provider of administrative support. This role requires a high level of confidentiality, a strong understanding of program areas, and a thorough awareness of the agency’s organizational structure, policies, and procedures. Responsibilities include, but are not limited to:

•Manage calendars, correspondence, Project Sunlight documentation, and other administrative operations in support of the Chief Procurement Officer and Deputy Chief Procurement Officer.
•Coordinate with other administrative staff to schedule and confirm meetings.
•Serve as the primary point of contact for the Chief Procurement Officer and Deputy Chief Procurement Officer.
•Plan, organize, and coordinate all in-person, virtual, and off-site meetings and events.
•Create, process, and reconcile purchase transactions for the business unit within the Statewide Financial System.
•Manage travel arrangements, including booking, logistics, and reconciliation of travel card expenses for the Chief Procurement Officer and Deputy Chief Procurement Officer.
•Compile and review budget data to support fiscal planning and monitoring.
•Gather and compile data for use in preparing and analyzing agency budget submissions.
•Collect information and prepare reports, presentations, and memoranda.
•Provide support in the preparation, organization, and distribution of meeting materials to ensure accuracy and readiness.

Notes:
*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.

Minimum Qualifications NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Minimum Qualifications Required for Appointment:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level based on their experience and education.

Required experience:
Experience performing or overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist level:
• Administrative Specialist Trainee 1 (equated to SG-14): Four years of experience.
• Administrative Specialist Trainee 2 (equated to SG-16): Five years of experience.
• Administrative Specialist 1, SG-18: Six years of experience.

Substitutions: An associate’s degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

OR

Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 11 or above and eligible for transfer under Section 52.6, 70.1, or 70.4 of the Civil Service Law.

70.4 Transfer: Candidates must have one year or more of qualifying permanent service at the Grade 11 or above AND possession of a bachelor’s degree; AND standing on the Professional Careers Opportunities (PCO) or Public Administration Traineeship Transition (PATT) eligible lists.

PCO Candidates: Individuals with a score of 100 or above on the Professional Career Opportunities (PCO) eligible list are encouraged to apply.

Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.

Additional Comments The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.

For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.

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

How to Apply

Name Human Resources/ARG

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

 

Notes on ApplyingPlease submit a resume and cover letter to HRresumes@ogs.ny.gov detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.