Review Vacancy
AgencyHomeland Security and Emergency Services, Division of
TitleAdministrative Specialist 1/Trainee 1/Trainee 2 (NY HELPS)
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $47925 to $80248 Annually
Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*
To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.
This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience and education.
**Administrative Specialist level requirements:
• Administrative Specialist Trainee 1 (equated to SG-13): bachelor or higher degree.
• Administrative Specialist Trainee 2 (equated to SG-14): bachelor or higher degree and one year of required experience.
• Administrative Specialist 1, SG-18: bachelor or higher degree and two years of required experience.
Required experience: 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. Master's and higher-level degrees will substitute for one year of required experience.
Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 11 or above and eligible for transfer under Section 52.6, 70.1, or 70.4 of the Civil Service Law.
Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.
Duties Description The incumbent will report to the Administration Information Technology Unit. Duties include but are not limited to:
•Process and track DHSES information technology (IT) service requests.
•Coordinate the on-boarding of new employee equipment and software requests.
•Facilitate the off boarding of departed employees, ensure all accounts are turned off in a timely manner and confirm all IT equipment has been returned.
•Serve as a liaison between the Administration and Finance unit and DHSES program divisions.
•Respond timely and courteously to IT related requests received from agency staff.
•Follow up and provide updates on all outstanding and pending requests.
•Work in a team environment within DHSES Administration’s various units including Finance, Budget, and IT.
•Assist in the procurement process of IT equipment and services.
•May review, coordinate, and update organizational policy, administrative and procedural manuals, and assist in the development and implementation of procedures.
•Assist the Agency Security Administrator (ASA) with various roles and responsibilities such as updating SFS roles and removing accounts of separated employees.
•Navigate a variety of systems and software programs including but not limited to: Information Technology Service Management (ITSM), Statewide Financial System (SFS), DHSES Agency Dashboard, Microsoft Office Suite (Excel, Word, Outlook), and New York Responds (NYR).
•Must have exceptional organizational skills to track requests and provide status reports to management.
•Assist with agency travel requests by working with agency travel liaisons.
•Monitor agency travel inbox and respond to staff inquiries.
•Assist in administration related functions such as processing non-employee reimbursements, check deposits, and refund of appropriations.
•Overtime may be required as needed depending on assignment.
•Perform other duties and special projects as required.
Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.
NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRresumes@dhses.ny.gov
Address
Street NYS Division of Homeland Security and Emergency Services, HRM
1220 Washington Ave., Bldg. 7A
Notes on ApplyingPlease submit a cover letter and/or resume detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.