StateJobsNY

NY HELPNo

AgencyState Comptroller, Office of the

TitleAdministrative Specialist 1/Administrative Specialist Trainee - Item # 04018

Occupational CategoryNo Preference

Salary Grade18

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

Salary RangeFrom $42986 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

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? No

County Albany

Street Address 110 State Street

12th Floor

City Albany

StateNY

Zip Code12236

Minimum Qualifications Candidates must be reachable on the appropriate Civil Service eligible list or a current NYS employee eligible for transfer under Section 52.6, 70.1 or 70.4 of the Civil Service Law. Depending on qualifications, candidates may be required to serve a 2 year traineeship that leads to the journey level grade 18 position.

70.1 Transfer:

To be eligible for a 70.1 transfer, a candidate must have one year of permanent competitive service in a 70.1 qualifying title.

52.6 Transfer:

To be eligible for a 52.6 transfer, a candidate must have one year of permanent competitive service in a 52.6 qualifying title.

70.4 Transfer:

One year of permanent competitive service in a position allocated to a SG-11 or higher, possess a Bachelor's Degree from a regionally accredited college or university or one recognized by the New York State Education Department as following acceptable educational practices and have standing on the PATT or Professional Career Opportunities (PCO) eligible lists.


The traineeship would include SG-13 Trainee 1, SG-14 Trainee 2 and after successful completion of the two year traineeship advance to the SG-18 level.

55B/C eligible candidate with a Bachelor’s Degree.

Duties Description Operational Support Services

· Organizing, assembling and distributing materials for training events.

· Maintaining registration information for attendees for training events.

· Preparing summary reports about program activities.

· Conducting special studies and research about issues and programs and preparing reports and recommendations as requested.

· Administering communications and answering questions from staff, other Division representatives and external customers.

· Representing the Division at meetings and on committees.

· Clarifying and interpreting policies and procedures and assuring policies and procedures are available for and distributed to all staff throughout the state.

· Managing central files, printing, mail, and other ad hoc tasks as needed.

· Fulfilling ad hoc requests for various information maintained by the Administrative Services Unit.

· Representing the Division at meetings and on committees.

· Assisting in evaluating proposed policies, procedures and preparing written analysis and recommendations describing impact and potential benefits and problems.

· Other administrative and operational support as needed.


Division Procurement


· Locating appropriate sources for goods and services and obtaining quotes as needed, including logistics and food for training events.

· Communicating with vendors.

· Preparing purchase requisitions for approval.

· Making credit card purchases.

· Preparing timely and accurate SFS reconciliations.

· Resolving issues with vendors.

· Submitting appropriate ServiceNow tickets for required purchases.

· Reviewing outstanding Purchase Requests to ensure appropriate actions are being taken.

· Monitoring and ensuring stock supplies, printer/toner and other items are purchased or acquired timely to maintain efficient office operation.

· Assist in evaluating proposed policies, procedures relating to Division procurement processes and preparing written analysis and recommendations describing impact and potential benefits and problems.

Office and Facility Support

· Monitoring telecommunications programs by arranging for installation, maintenance, and modification of telephone systems including password reset and display update requests as staff assignments change.

· Updating phone listings and floor plans as well as workstation name tags.

· Preparing workstation modification requests for approval.

· Submitting service requests for assistance in the Division from maintenance staff or Management Services.

· Assisting with special studies and research about issues and programs and preparing reports and recommendations as requested.

· Assisting in evaluating proposed policies, procedures related to facility and office support and preparing written analysis and recommendations describing impact and potential benefits and problems.

· Maintaining staff records, organization charts, seating charts, and unit mail distribution chart

Additional Comments Desired Competencies


· Good organizational skills

· Strong written and verbal communication skills

· A team player

· Good work ethic and positive attitude

· Ability to handle multiple and competing priorities

· Strong interpersonal skills

· Proficiency in Word, Excel and Adobe

· Math skills for various analysis

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

Name Sara Burt

Telephone 518-474-1924

Fax 518-486-6723

Email Address recruit@osc.state.ny.us

Address

Street 110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.state.ny.us no later than May 31, 2019. Please reference Item #04018 – GOER-SAB when responding.

When responding, please include the reference number and letters listed in this section. The GOER ID # should not be included.