Review Vacancy
AgencyGeneral Services, Office of
TitleAdministrative Specialist 1
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $46529 to $77912 Annually
Appointment Type Contingent Permanent
Minimum Qualifications CURRENT STATE EMPLOYEES: New York State employee with one year or more of permanent, contingent-permanent or 55b/c service in a position allocated to a Salary 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 of permanent competitive or 55b/c service at the SG-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 Appointment: Individuals with a score of 100 or above on the Professional Career Opportunities (PCO) eligible list are encouraged to apply.*
*Successful completion of two-year traineeship leads to appointment as a Administrative Assistant 1, SG-18.
NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Civil Service website (www.cs.ny.gov) to determine transfer eligibility or contact OGS Human Resources for your transfer options.
GENERAL PUBLIC CANDIDATES:
Individuals who are currently 55b/c eligible, who possess a bachelor’s degree or higher are encouraged to apply. If interested in this position and applying using your 55b/c status, please provide a copy of your current 55b/c eligibility letter.
Individuals with a score of 100 or above on the Professional Career Opportunities (PCO) eligible list are encouraged to apply.
Successful completion of two-year traineeship leads to appointment as a Administrative Assistant 1, SG-18.
Duties Description Duties may include, but not limited to the following:
• Perform Business Unit Personnel Coordinator functions for assigned programs including recruitment, leave, and classification requests.
• Monitor, track, submit, and provide guidance on personnel activities such as time & attendance, training, evaluations, counseling, reasonable accommodation, and accident reporting.
• Compose, revise, and evaluate program reports and correspondence including weekly summaries, briefing documents, procedure manuals, and memorandum.
• Compile, track, and publish metrics and key performance indicators.
• Perform all Technical Representative functions for assigned programs for things such as obtaining user accounts, phone and computer for new hires, research printers\copiers to purchase.
• Oversee and assist with administrative functions including service requests, incidents, timekeeper adjustments, building access, safety shoe, drug testing, and probation report compliance, and various other items.
• Provide professional administrative support to the Director of CCE.
• Assist with program database and equipment replacement projects.
• Work to order adequate printer cartridges to have one extra on hand for each type of printer.
• Work with the equipment repair contractor to handle all service calls and approve billing as required.
• Assist other team member with travel expense reports, billing activities, and other troubleshooting issues.
• Assist in the review, evaluation, and analysis of a variety of reports and records.
• Proficiently utilize Microsoft Office Suite, Visio, Tableau, and other program specific software.
• Assist in the management of the Accounts Payable and Receivables for the CCE Convention Center.
• Utilize the Statewide Financial System (SFS) to ensure invoices are paid timely.
• Review outstanding invoices in SFS and for Past Due Report and take appropriate action.
• Prepare and reconcile credit card statements and purchase orders as needed.
• Maintain records of purchases.
• Maintain records of Convention Center deposits processed with the OGS Cashier.
• Log payments into Convention Center financial database.
• Track all CCE reserved parking requests.
• Maintain documents and records storage for assigned program areas. Maintain a variety of databases; scan and save all necessary customer/event documents including but not limited to signed agreements, certificates of insurance, and other pertinent documents.
• Maintain financial records/files to monitor and control expenditures with both electronic and hard copies.
• Perform additional tasks as required for the planning and execution of all OGS sponsored events held at State Office Buildings.
• Perform the full range of supervisory duties.
Additional Comments NOTE ON TELECOMMUTING: OGS employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.
NOTE ON COVID-19 VACCINATION/WEEKLY TESTING: All State employees in Executive controlled agencies who are fully vaccinated are to provide proof of this upon hire. At this time all unvaccinated employees do not need to submit weekly testing for COVID-19. Please note the weekly testing requirement may change at any time.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRresumes@ogs.ny.gov
Address
Street NYS Office of General Services, HRM
31st Floor Corning Tower, Empire State Plaza
Notes on ApplyingPlease submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Position Title & Vacancy ID number for which you are applying.