Administrative Specialist 1/trainee
3 weeks ago
NYS HELPS:
Administrative Specialist Trainee 1 (equated to salary grade 13)*
- A bachelor’s degree or higher
Administrative Specialist Trainee 2 (equated to a salary grade 14)*
- 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.
Administrative Specialist (salary grade 18)
- 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.
NOTE: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
Transfer: Open to NYS employees with one year of permanent, contingent permanent, or 55b/c service as an Administrative Specialist 1, SG-18; OR who are in a title SG-16 or above deemed administrative under Section 52.6 of the Civil Service Law; OR in a title approved for transfer under Section 70.1 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two grades.
Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be reinstated pursuant to Civil Service Law. If you left state service less than one year ago, there reinstatement request from a state agency will usually be approved by the Department of Civil Service. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission.
- Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.
**Duties Description**
Within the Division of Legal Affairs, the incumbent will coordinate administrative activities, provide support to the Adversarial Counsel within the Adversarial Bureau. The incumbent will have daily access to highly confidential information and files.
Duties include, but are not limited to:
- Manage the general administrative/secretarial activities of the Adversarial Bureau.
- Maintain proper supplies for the Adversarial Bureau.
- Perform other office support activities (e.g., scanning, photocopying) and related tasks as assigned by Adversarial Bureau.
- Receive and screen telephone inquiries from internal ITS staff, other State government officials and the public responding directly to inquiries or referring them to appropriate staff as necessary.
- Coordinate, log and track all correspondence and packages received, including opening, reviewing, sorting, and distributing mail to Adversarial Bureau staff.
- Prepare correspondence for the signature of the Adversarial Counsel and staff; this may include formatting and writing correspondence and coordinating information with other ITS staff.
- Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
- Organize and set the priorities of work to be accomplished on a daily or weekly basis. This may involve working intensely with staff to clarify the work to be organized and produced and schedule the use of meeting rooms and maintain the calendar for multiple members of the Adversarial Bureau.
- Manage sensitive, confidential information appropriately in a professional manner.
- Prepare and/or edit reports, memos, letters, press releases and other documents using software related to word processing, spreadsheets, databases, and presentations.
- Coordinate and monitor on-going projects, programs and activities of interest and concern to Executives, and maintain contact with program management to ensure the availability of accurate, up to date information.
- Liaison administrative matters between Adversarial counsel, Bureau Staff and others.
- Coordinate travel, conferences, meetings for the Bureau.
- Perform all related Travel and Purchasing accounting in the Statewide Financial System for the Counsel and the Bureau.
- Perform all aspects of procurement and requisition requests for the Bureau.
- Perform all Human Resource activities for the Bureau.
- Track and coordinate registration for trainings for Bureau Staff.
- Other duties as assigned by the Adversarial Counsel or Adversarial Bureau Staff.
**Additional Comments**
Some positions may require additional credentials or a background check to verify your identity. This position may be filled in Albany or NYC or other locations statewide.
Benefits of Working for NYS
Generous benefits package, worth 65% of salary, including:
Holiday & Paid Time Off
- Thirteen (13) paid holidays annually
- Up to thirteen (13) days of paid vacation leave annually
- Up to five (5) days of paid personal leave annually
- Up to thirteen (13) days of paid sick leave annually for PEF
- Up to three (3) da
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