Clerical/Admin - Administrative Assistant

Description The Administrative Specialist duties in Building Standards and Codes will include but are not limited to the following: Manage and oversee administrative duties for Division Supervise administrative staff Oversee and verify timely responses to FOIL requests Complete TTR (Travel/Transfer Request) for staff Process checks Finalize letters for the Director Deputy Directors Inform BASS (Bureau of Administrative Support Services) about any changes in office assignments and equipment Oversee onboarding and offboarding of new employees Use SFS (State Financial System) to create purchase requests for Division Order supplies as needed Administrate SLMS (Statewide Learning Management System) Oversee weekly backup database training Assist CEO/BSI (Code Enforcement Officer/Building Safety Inspector with SLMS as needed Attend training conferences when needed Monitor shared email inboxes and support as needed Work with regional organizations to create agendas for tier conferences Assist and oversee updates to training class offerings database for BSI and CEOs Minimum Qualifications Minimum Qualifications Non-competitive 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 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. The Minimum Qualifications For a Non-Competitive Appointment Are Administrative Specialist Trainee 1 - Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program. Administrative Specialist Trainee 2 - Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program. Administrative Specialist 1 - Six years of experience performing or overseeing budget, human resources, or 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; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience. 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. 55 B/C Appointment This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application. Competitive Minimum Qualifications CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list. Transfer Qualifications Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law. A list of titles approved for transfer is available through Civil Service GOT-IT at Preferred Qualifications At least one year of experience working with a large database system Intermediate to advanced proficiency in Microsoft Excel Experience importing and exporting data between Excel and another software system Completion of formal training or certification related to office administration, data management or computer applications Experience working with state and local governments Experience working for multiple individuals or units within an organization or office environment 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. Additional Comments The Department of State 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 View email address on click.appcast.io. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines. #J-18808-Ljbffr