Position Information

NY HELPYes

AgencyCivil Service, Department of

TitleAdministrative Specialist 1 / Trainee 1 /Trainee 2

Occupational CategoryAdministrative or General Management

Salary GradeNS

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $55005 to $80860 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Empire State Plaza, Agency Building 1

City Albany

StateNY

Zip Code12239

Job Specifics

Duties Description The Testing Services Division Director’s Office is responsible for the oversight and administration of the Department's numerous merit and fitness examination activities including test development, test validation and evaluation, reasonable accommodations for test takers, exams control and composition, test administration, test monitor hiring and scheduling, and exams scoring and results processing.

In addition, to better serve New Yorkers and make civil service examinations more accessible and convenient for all, the Department is modernizing and transforming the way in which civil service examinations are held. As part of this new examination model, the Department is in the process of establishing 12 dedicated computer-based testing centers across New York State to provide all New Yorkers with the ability to participate in exams, including individuals who do not have access to a computer or Wi-Fi services.

Under the general direction of the Division Director, the duties of the Administrative Specialist 1 / Trainee 1 / Trainee 2 will include but are not limited to the following:
• Overseeing human resources activities for the Division, including scheduling interviews and assisting with the completion of Request to Hire packages; maintaining employee training records and reviewing and approving training nominations for staff; and coordinating and administering the performance evaluation program for staff.

• Preparing and revising work methods and procedures and compiling data and preparing reports and recommendations about work problems, including overseeing the Division’s processes and procedures to ensure that they are up-to-date; coordinating the training and development of new staff and ensuring that they are receiving the proper training; and issuing formal directives to staff and providing guidance to staff on these directives on behalf of the Director’s Office.

• Overseeing office support activities for the Division, including reviewing equipment and space needs and preparing space utilization plans; managing telecommunications programs by arranging for installation, maintenance, and modification of telephone and telecommunications systems; and assisting in analyzing, developing, and implementing computer systems to meet office and program needs by conducting assessments and meeting with systems analysts to assist in defining, selecting, and installing hardware and software.

• Supervising the support staff within the Division by performing the full range of supervisory activities.

• Performing staff services for executive staff and program managers, including administering communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials; representing executive and management staff at meetings, hearings, and conferences, and on committees; and assisting in preparing and administering the annual budget and financial plan and preparing and managing the plan.

Minimum Qualifications NY HELPS
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Specialist Trainee 1:
A bachelor's or higher degree*.

Administrative Specialist Trainee 2:
A bachelor's degree* and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.
OR
A Juris Doctor, master's or higher degree* in a related field can substitute for one year of specialized experience.

Administrative Specialist 1:
A bachelor's degree* and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.
OR
A Juris Doctor, master's or higher degree* in a related field can substitute for one year of specialized experience.

REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1 or
Administrative Specialist Trainee 1/ Trainee 2, if less than one year, you must be currently reachable on the Public Administrative Traineeship Transition (PATT) or the Professional Career Opportunities (PCO) eligible list for the Albany location if one exists.

COMPETITIVE QUALIFICATIONS:
You must be reachable on the current eligible list or eligible for transfer. Any active transition or promotion lists must be exhausted to appoint under the NY HELPS program.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

52.6 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

70.4 TRANSFER QUALIFICATIONS:
Current New York State employee with one year or more of permanent, contingent permanent or 55 B/C service in a position allocated to a Grade 12 or higher and who has passed the Public Administration Traineeship Transition (PATT) exam or the Professional Career Opportunities (PCO) exam and has a bachelor’s degree* may be eligible for appointment.

Note: 70.4 candidates must NOT have failed the most recent PATT or PCO exam.

For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title requires special qualifications for 52.6 or 70.1 transfer as detailed above.

SUBSEQUENT 55B/C QUALIFICATIONS:
A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 12. To be considered, you must provide a copy of your letter of eligibility with your response.

55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55 B/C program 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. To be considered, you must provide a copy of your letter of eligibility with your response.

You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are:

Administrative Specialist Trainee 1:
A bachelor's or higher degree*.

Administrative Specialist Trainee 2:
A bachelor's degree* and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.
OR
A Juris Doctor, master's or higher degree* in a related field can substitute for one year of specialized experience.

Administrative Specialist 1:
A bachelor's degree* and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.
OR
A Juris Doctor, master's or higher degree* in a related field can substitute for one year of specialized experience.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm You must pay the required evaluation fee.


It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

PREFERRED QUALIFICATIONS:
• Ability to efficiently process and manage large amounts of incoming communications and data
• Ability to work independently and in teams
• Ability to effectively multitask and prioritize assignments
• Strong verbal and written communication skills
• Strong organizational skills
• Strong problem-solving, logical reasoning, and critical thinking skills
• Strong customer service skills
• Proficient in Microsoft suite and Adobe Acrobat Pro
• Close attention to detail

Additional Comments In addition to the regular work week, there is a possibility of evening and weekend hours.

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
Among its duties, the Department:
• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov

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

How to Apply

Name Caroline Beaor

Telephone 518-473-4306

Fax

Email Address YourFutureBeginsHere@cs.ny.gov

Address

Street Empire State Plaza, Agency Building #1

Floor #10 Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

 

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email.