Clerical/Admin - Administrative Assistant

Administrative Specialist 1, or Trainee 1 / Trainee 2

The Staffing Services Division is responsible for assisting State agencies with staffing New York State partner agencies. To better serve our partner agencies and make examinations more accessible and convenient for all, the Department is implementing a new examination model known as continuous recruitment testing that will offer testing on a continuous basis with examinations held via a hybrid of online training and experience exams, multiple-choice exams via remote proctoring (online), and in state operated computer-based testing centers and this position will help play an important role in ensuring the success of this new approach to examinations.

The Administrative Specialist 1, or Trainee 1 / Trainee 2 will provide administrative support for the Director's Office of the Staffing Services Division which is responsible for the administration of the numerous staffing programs such as Merit Administration, Career Mobility Office, Attendance & Leave Unit, Employment Records, and Exam Modernization Programs.

The duties include, but are not limited to the following:

• Overseeing human resources activities for the Division, including recruitment and screening activities, and preparing requests to fill; managing onboarding and access activities, and resolving any related issues; maintaining employee records; monitoring and tracking training requirements; and administering the performance evaluation program for staff.
• Preparing and revising work methods and procedures, and compiling data and preparing reports. Prepare recommendations about work problems, including overseeing our procedures to ensure that they are up-to-date, coordinating the training and development of new staff and ensuring that they are receiving the proper training.
• Overseeing office support activities for the Division, including reviewing equipment and space needs and preparing space utilization plans, managing procurement activities and the maintenance and modification of telephone and computer/software, including defining and selecting hardware and software.
• Performing staff services for Director's office staff and program managers, including administering communications by preparing and keeping track of correspondence and information requests, answering questions from staff, the public, and elected and appointed officials. May represent management staff at meetings and on committees.
• Assisting with the preparation and review of the Division's internal controls.
• Administering various programs utilized by statewide stakeholders, including the Language Proficiency and Access programs, and providing appropriate access to statewide personnel systems.

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: Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution: An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience.
• Administrative Specialist Trainee 2: Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution: An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience; a master's degree may substitute for five years of specialized experience.
• Administrative Specialist 1: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution: An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience; a master's degree may substitute for five years of specialized experience; and a J.D. may substitute for six years 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, if less than one year, you must be currently reachable on the Administrative Specialist 1 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 employees with one year or more of permanent, contingent permanent or 55B/C service in a position allocated to a Grade 12 or higher and who has passed the Public Administration Traineeship Transition (PATT) exam or the Professional Career Opportunities (PCO) exam and has a bachelor's degree* may be eligible for appointment.

Note: 70.4 candidates must NOT have failed the most recent PATT or PCO exam.

For transfers, a list of approved titles is available through Civil Service GOT-IT at .

*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 . You must pay the required evaluation fee.

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: Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution: An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience.
• Administrative Specialist Trainee 2: Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution: An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience; a master's degree may substitute for five years of specialized experience.
• Administrative Specialist 1: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
• Substitution: An associate degree may substitute for two years of specialized experience; a bachelor's degree may substitute for four years of specialized experience; a master's degree may substitute for five years of specialized experience; and a J.D. may substitute for six years of specialized 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.

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