Review Vacancy
AgencyCivil Service, Department of
TitleAdministrative Specialist 1 / Trainee 1 /Trainee 2
Occupational CategoryAdministrative or General Management
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $56655 to $83286 Annually
"Other" Explanation Positions located within our Computer Based Testing Centers may require evening and weekend availability, in addition to occasional travel.
Workday
Street Address Empire State Plaza, Agency Building #1
Office of Human Resources and Administrative Planning
Duties Description The Office of Human Resources and Administrative Planning oversees all staffing and personnel transactions, including recruitment efforts. As the Department carries out key initiatives to transform the way services are delivered to partner agencies and to the public, this position will play an important role in ensuring the success of these modernization efforts.
The Administrative Specialist 1, G-18, will report to the Associate Director, Human Resources 2, M-2 and will play an integral role as part of an office with growing responsibilities.
Specific duties include, but are not limited to:
• Supervising the Office Assistant 3 (Human Resources) in all tasks and functions relative to administrative support which includes assigning, providing guidance on and managing the following: the offices multi-use mailboxes; inquiries from candidates and employees; the workflow of assignments; Business Services Center (BSC) issues, parking, ID Badge ordering, postings, etc.
• Overseeing the Department’s leaves, medical leaves, BSC issues, parking, ID Badge ordering, assigning, and monitoring, and other non-recruitment related issues and assignments.
• Managing and providing guidance to subordinate staff for all employee questions (medical and personal leaves, employee schedules (overtime and non-comp eligibility), division inquiries, employee benefits, etc.), which requires high-level, in-depth knowledge of all employee leaves and benefits, BSC rules and regulations, and Agency guidelines and procedures to ensure compliance and consistency with all communications.
• Establishing a professional relationship with the BSC, and inter-departmental staff to further assist with inquiries and human resource communications.
• Reviewing the Recruitment tracker to ensure proper workflow, and to improve efficiencies and timelines.
• Reviewing all Agency postings on all platforms (i.e. Statejobs) that are completed by staff to ensure accuracy.
• Utilizing Workforce Analytics Database to review attrition, retention, and appointments for the Agency, and reports information to the Associate Director, Human Resources 2.
• Collecting data and assisting in completing weekly status and monthly summary reports for the Director and Associate Director of Human Resources.
• Assisting with phone calls and e-mail responses.
• Assisting in the maintenance of the telecommuting applications, approvals, denials, and tracking for the department.
• Monitoring, overseeing, and assisting with the BSC bi-weekly reports.
• Assisting with the Department’s Annual Internal Control Review for the Office of Human Resources.
• Assisting with personnel training courses as needed.
• Reviewing additional Administrative Assistant 2 duties, when the Office Assistant 3 (Human Resources) is performing as back-up.
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 or higher 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.
Substitution: 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 or higher 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.
Substitution: 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 Administration 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.
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 PCO exam and has a bachelor’s degree* may be eligible for appointment.
Note: 70.4 candidates must NOT have failed the most recent 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 or higher 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.
Substitution: 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 or higher 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.
Substitution: 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: (HR Specs enter if Division provides, if not do not enter the section on posting)
• Ability to proactively manage multiple priorities in a fast-paced environment and adapt to changing needs and issues.
• Solid organizational skills and close attention to details with demonstrated ability of managing sensitive issues while remaining fair and equitable acting with discretion and objectivity.
• Experience utilizing the Microsoft Office Suite.
Additional Comments #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.
Email Address YourFutureBeginsHere@cs.ny.gov
Address
Street Empire State Plaza, Agency Building #1
Floor #10 Office of Human Resources and Administrative Planning
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.