Position Information

NY HELPNo

AgencyMilitary and Naval Affairs, Division of

TitleAdministrative Specialist 1

Occupational CategoryAdministrative or General Management

Salary GradeNS

Bargaining UnitDMNA - Division of Military and Naval Affairs (CSEA)

Salary RangeFrom $65164 to $65164 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class "Other" (generally Military Law positions)

Travel Percentage 10%

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 Latham Headquarters

330 Old Niskayuna Road

City Latham

StateNY

Zip Code12110

Job Specifics

Duties Description Depending on the specific Directorate assignment, an Administrative Specialist 1 (Administrative Specialist) works under the general direction and supervision of professional and/or administrative staff, program managers and executive staff who establish work priorities and determine assignments. Incumbents are expected to determine the best methods and procedures to accomplish tasks and to independently produce a completed quality product with limited guidance.
Administrative Specialists provide professional administrative and staff support to executives, program managers and staff, boards, or commissions by managing business services, budgeting, and/or personnel for an organization or program, conducting special studies and research projects, and managing office and support activities.
Administrative Specialists represent their assigned program and its officials and staff in the provision of answers, exchange of information, assistance and advice, and clarification of policies and procedures. Administrative Specialists must employ verbal and written communication skills while interacting with a wide variety of people to include executive and management staff, co-workers, program and administrative staff, representatives of businesses and organizations, and the general public.
Administrative Specialists may provide functional supervision over certain work activities and programs as well as unit subordinate staff. In some instances, daily office operations are overseen by the Administrative Specialist.
The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel. This position is management/ confidential and is not covered under labor contract provisions within the DMNA.
Administrative Specialist duties may include, but are not limited to, the following:
• Represents executive and management staff at meetings, hearings, and conferences and on committees.
• Prepares/drafts various written materials including correspondence, memorandums and reports.
• Establishes, prepares and designs office procedures and forms.
• Develops, implements and manages record-keeping systems and controls.
• Compiles data, prepares and maintains reports and makes recommendations on data findings.
• May be assigned to supervise and effectively administer daily office operations.
• Reconciles expenditures through the utilization of the Sate Financial System (SFS).
• Creates and records formal requests relating to the agency’s expenditures and purchases.
• Communicates with agency fiscal and program managers and the New York State Business Services Center (BSC) in the processing and resolution of expenditures.
• Prepares and keeps track of all correspondence with the BSC and SFS.
• Evaluates proposed policies and prepares written analysis and recommendations describing impact and potential benefits and problems.
• When needed, facilitates other department functions to respond to emergencies.
• Represents unit/supervisor at meetings as required.
• Will require completion of and attendance at training sessions – online and in person.
• May require periodic travel using various modes of transportation.
• Overtime may be required.
• Performs other duties as assigned.
JOB REQUIREMENTS:
• Must be proficient in Microsoft Office Suite.
• Ability to perform tasks independently without supervision; and work independently or with other individuals in a project/team setting in accordance with supervisory guidance and direction.
• Ability to interact well with different groups of people, including co-workers and management comprised of both Federal and State personnel.
• Ability to design forms for the collection of information.
• Knowledge of agency programs, policies, and procedures.
• General knowledge of state legislative practices and procedures.
• Knowledge of Federal, State and local agency operations and policies.
• Must have strong organizational skills.
• Experience in multi-tasking and prioritizing multiple deadlines.
• Strong written and verbal communication skills.
• Ability to prepare written material in a clear and concise form.
• Ability to train and supervise subordinates.
• Ability to read and write in English.
• Demonstrate reliability and trustworthiness.
• Performs general office duties such as filing, scanning, faxing, etc.
• Operate office equipment such as computers, photocopiers, fax machines, etc.
• Must complete, attend and/or conduct training as required.
• May have to travel to meet job requirements, administer personnel activities, conduct presentations, address employee and labor relations matters, etc.
• Perform other duties as assigned.

Minimum Qualifications A Bachelor’s degree from a regionally accredited college or university in Business Administration, Public Administration, Human Resources Management, Political Science, Finance, Accounting, or related fields of study; plus two (2) years of full-time experience in Business or Public Administration, or related administrative field.
OR
An Associate’s degree from a regionally accredited college or university, in Business Administration, Public Administration, Human Resources Management, Political Science, Finance, Accounting, or related fields of study; plus four (4) years of full-time experience in Business or Public Administration, or related administrative field.
OR
Six (6) years of full time experience in Business, Public Administration, Finance, Human Resources or related administrative field with some supervision of subordinate personnel.*
AND
Must be at least 18 years old and have a High School Diploma or GED.
Must be able to read and write in English.
In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET or other clearance may be required.
Must possess and maintain a valid driver's license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes to supervisory chain and State Human Resources (MNHS).
Must be proficient in, and able to independently use Microsoft Office software – MS Word and Excel. Ability to use PowerPoint and/or Access also preferred.
Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS and the Statewide Learning Management System (SLMS) and/or other computer training as related to duty assignments. Should related regulations, procedures and requirements change, additional training and/or certifications may be required.
* Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate six (6) years of combined education/experience with direct relevance to the job duties noted above. Years of experience maybe adjusted based on level of previous experience and supervision.
At all times, the employee MUST maintain minimum standards in accordance with current , and as amended, agency, statutory and NGB requirements and directives; failure to do so will subject the individual to disciplinary action, including possible termination.
NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements.

Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

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

Contact Information

Name State Human Resources

Telephone 518-786-4830

Fax 518-786-6085

Email Address ng.ny.nyarng.mbx.mnhs-job-posting@army.mil

Address

Street New York State Division of Military and Naval Affairs - State Human Resources Management

330 Old Niskayuna Road

City Latham

State NY

Zip Code 12110

 

Notes on ApplyingTo be considered for an interview, please submit your cover letter and resume to one of the following:

BY E-MAIL (PREFERRED METHOD):
Send to: ng.ny.nyarng.mbx.mnhs-job-posting@army.mil
Subject line to say: Job Title and Location

BY MAIL:
New York State Division of Military and Naval Affairs
State Human Resources Management
330 Old Niskayuna Road
Latham, New York 12110-3514
Attn: Classifications

BY FAX:
(518) 786-6085
Fax Cover sheet to say: Job Title and Location

In your submission, please be sure to indicate what position and location you are apply to. Ensure to CLEARLY note how you meet the minimum qualifications for the position. Be sure to include any specific licenses and/or certification in a skilled trade.

Vagueness and omissions will not be resolved in your favor.

For questions, please reach out to Sate Human Resources at (518) 786-4830

This vacancy announcement will be posted until filled.
Vacancy announcements can be closed 15 days after the original posting date listed below.