StateJobsNY

NY HELPNo

AgencyCriminal Justice Services, Division of

TitleAdministrative Specialist 1 / Trainee NS

Occupational CategoryAdministrative or General Management

Salary Grade18

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

Salary RangeFrom $56604 to $71980 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 15%

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

County New York

Street Address TBD

City New York City

StateNY

Zip Code10019

Minimum Qualifications Minimum Qualifications: Administrative Specialist 1, SG-18: Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-16 or higher and otherwise eligible for transfer under Civil Service Law.

Administrative Specialist Trainee: Reachable on the current PATT eligible list; OR one year of permanent service in a title allocated to G-11 or higher and otherwise eligible for transfer; OR to qualify for a 70.4 transfer, one year of service in a title allocated to SG-11 or higher and a bachelor’s degree in addition to a current or past standing on the PATT, PCO, PCT or PMI eligible lists.

Duties Description The Administrative Specialist 1 will report to the Social Work Supervisor 2 (LCSW), and will be responsible for overseeing administrative duties primarily for the social work component of the statewide SNUG Program. The SNUG program aims to reverse local trends in violent gun-related crime. The current program consists of 11 SNUG sites Statewide. The goal of the program is to reduce gun-related injuries and deaths in selected localities which have high rates of gun-related injuries among youth and young adults. The program supports street outreach models that work through DCJS funded community-based organizations that are knowledgeable and well positioned to work with high-risk youth and young adults in those areas.
The Administrative Specialist 1 will be responsible for providing administrative assistance to the Social Work Supervisor 2 (LCSW) and the two regional Social Work Supervisors 1. The incumbent will be responsible for travel, procurement and training expenditures. The incumbent will ensure cohesiveness across the State and will ensure the budgeting, office management, and day-to-day activities at each of the existing 11 sites are consistent with all established policies and procedures and in compliance with grant and social work requirements. Duties include but are not limited to:

Budget and Procurement Activities:

• Provide procurement and logistical support for SNUG sponsored meetings, conferences and outreach events, pursuant to DCJS and/or OSC procurement rules and regulations and OSC travel rules and guidelines.
• Initiate, document and maintain procurement and/or travel records for SNUG Social Work Program activities.
• Review monthly budget allocations with SWS2. Analyze current expenditures, remaining fund balance and projected additional expenditure amounts and advise supervisor of any areas of concern and propose additions or modifications to the budget.
• Work with the Finance Office to reconcile any discrepancies and on general trouble shooting regarding the SNUG Program’s budget and the procurement needs.
• Approve and purchase equipment and supplies ensuring payment is processed in accordance with all established SNUG, DCJS and OSC rules and guidelines.
• Oversee all costs incurred for training expenses and approve invoices as necessary.

Personnel and Staffing Activities:

• Act as personnel liaison for the Statewide SNUG Social Work Program.
• Ensure staffing level remains consistent with program budget and guidelines.
• Prepare and submit hiring documents for SWS2 approval.
• Assist in the interview and hiring process; create and maintain a hiring spreadsheet and employee roster for all SNUG Social Work Program staff and ensure all on-boarding and off-boarding procedures are conducted in compliance with all DCJS established policies, procedures and security agreements.
• Monitor all training and credentialing requirements for social work staff, ensuring all licensing requirements are current and in accordance with New York State social work regulations.
• Act as time and attendance liaison for the Social Work Program, ensuring supervisors are aware of their responsibilities as far as documentation of absences and their employees’ schedules.
• Review and track all probation and performance evaluations for all DCJS social work staff; ensuring supervisors provide new staff with a performance program to ensure they are aware of their duties and expectations.

Administrative Office Support:

• Review procedures and make recommendations for improvement in an effort to establish a cohesive and centralized Social Work Program Statewide.
• Act as the liaison for the Social Work Program staff’s space planning, improvements and/or repairs of physical space; and securing new space for additional sites.
• Review equipment and space needs at the site level, determine purchasing needs and maintain an inventory of all assets and supplies.
• Act as ITS Liaison, ensuring staff have the necessary software and hardware, services and connectivity.
• Prepare written documents, promotional brochures, presentations, and other materials for SNUG Social Work Program needs.
• Virtually attend and document supervisor’s site visits and follows-up on any action items to ensure completion.
• Prepare minutes of conference calls or meetings and provide follow-up and feedback to all parties involved.
• Communicate regularly with social workers at each site/hospital and provide administrative assistance as needed.
• Prepare monthly reports on program activities based on information provided by each SWS1 regarding their respective regions.
• Collect, compile and maintain a shared repository of SNUG policies and procedures, suggesting changes to supervisor due to any programmatic or funding changes or new or changing legislation.
• Develop and maintain both hard copy and electronic record-keeping systems.
• Develop and implement an internal control program for the Social Work Program, ensuring all policies, procedures and security safeguards are adhered to and in compliance with grant requirements.
• Develop standardized forms for the Social Work Program ensuring staff are aware of them and their purpose and that they are easily accessible and updated as needed.
• Schedule, coordinate and compile information and reports to assist supervisor with agenda items for upcoming meetings.
• Communicate regularly with the Director, Manager Training and Social Work Supervisor 2 to keep apprised of any current issues across all areas of the SNUG Program.
• Responsible for records retention schedules for all files. Ensure compliance with State and social work regulations.
• Work independently on special projects and assignments as needed.
• Participate in meetings, conferences or events as needed.
• Approximately 15% travel to SNUG sites throughout the State.

Additional Comments Please include a resume and cover letter when applying and reference Vacancy #63120 when applying.

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

Name Lori Chamberlain

Telephone 518-485-7696

Fax

Email Address DCJSjobs@dcjs.ny.gov

Address

Street 80 South Swan Street

City Albany

State NY

Zip Code 12210

Notes on ApplyingLocation: We are currently in the process of allocating office space within New York City.


REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify Sheryl Kretzler, Associate Director of Human Resources at (518) 485-1704.