Administrative Specialist 1 or Administrative Specialist Trainee (NY HELPS)

NY HELP Yes Agency Attorney General, Office of the Title Administrative Specialist 1 or Administrative Specialist Trainee (NY HELPS) Occupational Category No Preference Salary Grade NS Bargaining Unit PS&T - Professional, Scientific, and Technical (PEF) Salary Range From $52198 to $82656 Annually Employment Type Full-Time Appointment Type Permanent Jurisdictional Class Competitive Class Travel Percentage 0% Workweek Mon-Fri Hours Per Week 37.50 Workday From 8:30 AM To 5 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? No County Albany Street Address 10 British American Blvd City Latham State NY Zip Code 12110 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 (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. NON-COMPETITIVE QUALIFICATIONS: Administrative Specialist 1 (Salary Grade 18, current starting salary $65,001, job rate $82,656): 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. Substitution: A Juris Doctor, master's, or higher degree in a related field can substitute for one year of specialized experience. Administrative Specialist Trainee 2 (Equated Salary Grade 16, current starting salary $58,247, job rate $74,135): 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. Substitution: A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. Administrative Specialist Trainee 1 (Equated Salary Grade 14, current starting salary $52,198, job rate $66,634): A bachelor's or higher degree. Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18. OTHER WAYS TO QUALIFY:Reachable on the Professional Careers Opportunities (PCO) eligible list or the Public Administration Trainee Transition (PATT) list. OREligible for a lateral transfer or eligible for transfer under Sections 70.1 or 52.6 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website. OR55 B/C: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and must meet the minimum qualifications listed above. Duties Description Under the supervision of an Administrative Specialist 2, SG-23, the Administrative Specialist 1, SG-18, will be responsible for various complex professional administrative duties. The incumbent must be highly independent and accountable for performing high-quality work on a timely basis. The Administrative Specialist 1 will be the IT point person who primarily collaborates with the Human Resources Management Bureau on IT personnel management and recruitment functions. Additionally, they may liaise with the Administrative Services Bureau, Bureau of Finance and Budget, and other internal and external groups and vendors as necessary. The specific duties for this position include, but are not limited to, the following:HR Liaison Work with supervisor and/or Human Resources (HR) in obtaining pertinent information regarding staffing procedures/guidelines and implementing those procedures/guidelines appropriately and accurately (e.g. ARTL lists, provisional appointments, rehire retirees, reinstatements, etc.). Track and provide reminders of performance evaluations, probation documentation requirements, and training plans. Preliminarily review evaluation documents to ensure that records are complete. Assist managers in determination of dates. Track and regularly update points of contact made with candidates, declinations, interview dates, and responses received. Set up interviews with candidates, provide interview logistics, collect pre-employment paperwork, and contact references for selected candidates. Provide interview panelists with necessary interview paperwork, including approved interview questions and collect interview files/documentation from panelists for central filing. Develop and maintain a library of approved interview questions. Review candidate resumes and provide to pertinent hiring managers, including learning IT bureau needs and skills to prioritize most qualified candidates. Submit communication regarding staffing changes/updates to other units (i.e., CIO, Training & Communications, appropriate bureau staff, etc.). Provide eligible lists, resumes and information regarding eligibility of candidates to bureau hiring staff. Assemble complete and detailed hiring packets for Human Resources consideration. Serve as Personnel Liaison and represent ITB at meetings. Process onboarding forms including I-9 verification for new employees. Check with supervisor/management on requests to fill to determine if they are in accordance with approved staffing plans. Determine and analyze what titles/appointments require special handling and communicate such to bureau interview panelists/management (e.g., specialty titles, decentralized lists, transcripts, transfer acknowledgement, project positions, etc.). Research, analyze and identify solutions to various HR issues within bureau. Consult with HR and ensure that solutions are appropriate, and all policies and procedures are adhered to. Track recruitment efficiency and effectiveness and identify opportunities for improvement. Provide reports on recruitment & retention efforts. Develop and maintain organization charts. Review duties statements to ensure completeness. This includes working closely with HR to facilitate requests for further information/clarification to ensure that duties statement is in line with the Civil Service classification standard. Provide accurate employee and position data to management as requested. Draft job postings in alignment w/ classification standards and based on research of expected duties for new positions. Maintain bureau tracking details to provide timely and required information for Human Resources. Maintain reference file of job postings. Centralized support for HR actions for state-wide ITB staff. Coordinate Onboarding & Offboarding Submit appropriate requests to on-board/off-board employees in order to provision/de-provision equipment, software, system, and folder accesses. Submit appropriate requests to pause/reactivate system and folder accesses when employees go on extended leave and return. Submit requests timely and accurately according to established templates, rules, and procedures. In collaboration with other Bureau administrative team members: Finance & Budget Track deadlines and support the purchase of products/services. Conduct purchases in alignment with OSC rules and procedure. Develop and maintain relevant data tracking and reports for IT procurement. Coordinate interactions with vendors as necessary. Review organization cell phone usage and ensure alignment, timely management of accounts, and quarterly reporting. IT Administration Support office/bureau administrative support functions. Support the CIO and IT Leadership with meetings, travel, note taking, event planning, and other duties as needed. Support timely submission of vehicle logs, purchase card transactions, travel records.Knowledge, Skills, and Abilities through demonstrating the following: Strong planning and organization ability. Oriented, self-motivated, and willing to take on new assignments. Strong service mindset and related behavior. Teamwork across organizational boundaries. Flexibility and adaptability. Ability to manage multiple priorities.Comfort and effectiveness in communicating with all employee types (employees, supervisors, managers, executives) Accountability for actions.Ability to communicate clearly, succinctly, with proper use of language and grammar, and tone. Strong proficiency in Microsoft Outlook, Excel, Powerpoint, Word.Preferred Qualifications: Experience in office management, administration, and coordination. Experience with NYS purchasing and procurement. Experience in NYS recruitment and hiring. Experience with meeting and event planning. Experience preparing reports, tracking information, and drafting professional correspondence. Additional Comments Candidates from diverse backgrounds are encouraged to apply.The OAG is an equal opportunity employer and is committed to workplace diversity. Some positions may require additional credentials or a background check to verify your identity.Name Human Resources Management Bureau Telephone 518-776-2500 Fax 518-915-7754 Email Address HR.recruitment@ag.ny.gov Address Street Office of the Attorney General, Human Resources Management Bureau The Capitol City Albany State NY Zip Code 12224 Notes on Applying In your submission, you must provide sufficient information to determine from your resume and/or cover letter that you meet the minimum qualifications stated above. If a certificate or degree is required to demonstrate that you meet the minimum qualifications, you must provide proof that you hold the required certificate or degree. To apply, please send your resume, cover letter, and a copy of your degree/transcript (if applicable) to HR.Recruitment@ag.ny.gov. Be sure to include the Vacancy # and Title of the position in the subject heading of your email.