Position Information

NY HELPYes

AgencyCriminal Justice Services, Division of

TitleAdministrative Specialist 1/Trainee 1 or 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

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

Salary RangeFrom $53764 to $85138 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

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 80 South Swan Street

Alfred E. Smith Building

City Albany

StateNY

Zip Code12210

Job Specifics

Duties Description The Administrative Specialist 1, SG-18, reports to the Administrative Specialist 2, SG-23, within the DCJS Office of Public Safety (OPS). Specific duties include but are not limited to:
• Managing the day-to-day tracking and calculations of OPS expenditures and review account spending.
• Utilizing Oracle Financials, bureau spending plans, internal trackers, and credit card management systems to ensure fiscal accountability and appropriate disposition of allocated funds.
• Compiling documentation with OPS staff by guidance of the project manager to support the development of all contracts and solicitations such as RFP (Requests for Proposals), RFI (Requests for Information) and/or IFB (Invitation for Bids) for all OPS activities.
• Facilitating the execution of OPS procurement and contract operations for compliance with Office of the State Comptroller (OSC), Division of Budget (DOB), and State Finance Law protocols.
• Executing procurement card transactions and OPS purchase requisitions at the direction of the project manager ensuring transactions are processed accurately and timely in accordance with NYS finance laws and programmatic needs.
• Compiling records to support project manager in the representation of OPS in all finance and budget meetings and projects.
• Supporting Manager with the creation and maintenance of OPS-specific on-boarding procedures and documentation requirements.
• Providing support in developing travel plans for OPS staff members by direction of the project manager.
• Providing support in developing in-house fiscal protocol reference materials for OPS staff members at the direction of the project manager.
• Collaborating with Manager and OPS staff ensuring policy compliance with NetCard policies and accurate record keeping and reconciliation of travel related expenses for vendors utilized by OPS program areas.
• Managing the day-to-day compilation of data required for project managers to facilitate assessments of existing processes and operational needs within OPS program areas to optimize workflows and inter-program efficiency.
• Providing support with Freedom of Information Law (FOIL) requests, locates and catalogs responsive information from various program areas for further review.
• Analyzing needs for and facilitates all procurements with respect to office equipment, furniture and supplies across bureau program areas.
• Preparing and documenting unit travel arrangements inclusive of all financial reconciliations.

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Specialist Trainee 1, NS: Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience.*

Advanced placement to Administrative Specialist Trainee 2, NS, or Administrative Specialist 1, SG-18, may be possible depending on education and experience and subject to agency approval.

*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 or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

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 (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Specialist 1, SG-18: 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 1, NS: One year of permanent competitive or 55b/c service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law.

Candidates eligible for 55b/c appointment are encouraged to apply.

Additional Comments Approximately 5% travel may be required. Some positions may require travel to locations not serviced by public transportation.

Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

Please be advised that the Division of Criminal Justice Services does not currently offer sponsorship for employment visas.

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 the Diversity, Equity, Inclusion and Accessibility Unit at DEIA@dcjs.ny.gov or (518) 485-1704.

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

How to Apply

Name Pauline Hooten

Telephone 518-457-4615

Fax 518-457-4000

Email Address DCJSJobs@dcjs.ny.gov

Address

Street 80 South Swan Street

Alfred E. Smith Building

City Albany

State NY

Zip Code 12210

 

Notes on ApplyingPlease send a cover letter and resume to the email address above. Please reference posting # 210221 on your cover letter.

DCJS was named to the Times Union’s list of 2017 through 2025 Top Workplaces as voted on by our employees.