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Review Vacancy

Date Posted 05/18/18

Applications Due05/28/18

Vacancy ID53457

AgencyInformation Technology Services, Office of

TitleAdministrative Assistant/Trainee, Ref. #11288

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

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

Salary RangeFrom $0 to $71980 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Harriman State Campus

Building 5

City Albany


Zip Code12227

Minimum Qualifications Open to NYS employees with one year of permanent competitive service as an Administrative Assistant OR in a title G-16 or above deemed administrative under Section 52.6 of the Civil Service Law OR in a title G-16 or above appropriate for transfer under Section 70.1 of the Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

Qualifications for Administrative Assistant Trainee, NS:

Also open to NYS employees in a title designated appropriate for Section 70.1 transfer to the title of Administrative Trainee 1 or Administrative Assistant Trainee 2.

Candidates with at least one year of permanent competitive service in a title allocated to G-11 or higher who have standing on the PCO or PMI eligible lists, or who have a bachelor’s degree and are active on the PATT eligible list may be eligible for transfer under the provisions of Section 70.4 of the Civil Service Law.

Candidates eligible for consideration 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. Individuals certified eligible for the 55-b/c program must possess a bachelor's degree to meet the education qualifications. Please provide a copy of your letter of eligibility and a copy of your unofficial transcript with your response.

Salary range above applies to candidates appointed to Administrative Assistant, G-18. The hiring rate for candidates appointed to Administrative Assistant Trainee starts at $43,888 and is based on the candidate's salary at the time of hire. Candidates hired into the traineeship will be advanced to Administrative Assistant upon the successful completion of a two-year traineeship.

Note: If you are on the examination eligible list for the position title in this location, you do not need to respond to this posting unless you are also eligible for appointment by one of the qualifications listed above. Candidates must be reachable on the current eligible list certification for this title in order to be list appointed. Please respond to all eligible list canvasses received.

Duties Description Under the Supervision of a grade 23 within the Portfolio Business Office, the candidate will liaison with our ITS Portfolio customers, ITS Finance, SFS, BSC, and vendors. The candidate will provide essential support which will increase the effectiveness of program staff working on high priority projects within the portfolios for the host agencies they serve.
Duties include, but not limited to:
Assist with procurement efforts in accordance to NYS procurement laws and guidelines while working with vendors on the purchase of hardware, software, and other IT related tools for program management.
Prepare cost/benefit analyses of goods and services.
This position requires maintaining current and accurate spreadsheets to monitor and control expenditures. Incumbent must be skilled in Microsoft Excel.
Position may assist PBO staff with the development of spending plans.
Track the procurement efforts by utilizing the Statewide Financial System and the Microsoft Office Suite.
Assist with the HBITS/Contractor processes between program managers and vendors in accordance with approved budget.
Interview scheduling.
Onboarding/Offboarding of contractors.
Reconciliation of vendor invoices.
Maintenance of spend down information.
Preparation of reports and materials.
Analysis and documentation of PBO workflows and procedures.
Participate on teams or workgroups.
Cross train with other Business Office staff for continuity of service and workload balance.
Ability to communicate professionally and effectively by email, phone, and in person.
Other day to day functions as needed within the scope of the Portfolio Business Office.

Additional Comments This position is in the Portfolio Business Office within ITS.

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

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

Name Gina Scott

Telephone 518-473-0398

Fax 518-402-4924

Email Address


Street Empire State Plaza

PO Box 2062

City Albany

State NY

Zip Code 12220


Notes on ApplyingTo apply, please send a cover letter and resume to the attention of Gina Scott and indicate that you are applying for Administrative Assistant or Trainee, Ref #11288 no later than May 28, 2018. In your cover letter, please clearly indicate how you meet the minimum qualifications as stated above, and describe relevant experience for this position.

Your Social Security number may be required to confirm your eligibility.

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