Administrative Specialist 1

1 week ago

Schenectady, United States People With Developmental Disabilities, Office for Full time

**Minimum Qualifications**

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
Administrative Specialist Trainee 1: A bachelor's degree or higher.
Administrative Specialist Trainee 2: 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. 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 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. A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.

COMPETITIVE MINIMUM QUALIFICATIONS:

REASSIGNMENT QUALIFICATIONS:
Current Office for People with Developmental Disabilities employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1. If you have less than one year, you must be currently reachable on the eligible list.

TRANSFER QUALIFICATIONS:

55 B/C QUALIFICATIONS:

- Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.
- Meet the applicable mínimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary)

**Duties Description**

Under the direction of the Anti Discrimination Investigations Unit (ADID) Team Leader & Assistant Manager, the Administrative Specialist 1 work independently to coordinate all support activities for the ADID Team staff, as well as provide direct secretarial and administrative support for the Manager/Assistant Manager. The incumbent will also be responsible for the day-to-day office operations.
Duties include but are not limited to:

- Provide professional administrative support to the ADID Team Leader & Assistant Manager.
- Prepare relevant reports related to program activity through data collection.
- Set and manage deadlines and responses to correspondence for timely production of reports and notices. Follow-up with appropriate parties as needed to ensure completion.
- Manage team calendars, schedule meetings and appointments as necessary, as well as resolve any schedule conflicts. Function as the primary contact for Biweekly Team's meeting arrangement.
- Accompany Team Manager/Assistant Manager to meetings as needed.
- Serve as purchasing agent, procure services, supplies, and work orders following Statewide Financial Service (SFS) Guidelines.
- Design, set up, and maintain data storage systems including paper and electronic files for Team staff and keep shared computer files up-to-date and organized. Retrieve material from these systems as required by staff. Periodically purge obsolete material for storage in records center or for disposal.
- Open, review, and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail if necessary. Monitor responses due and follow-up with staff to ensure timely replies.
- Ensure coordination of special mail pick-up and deliveries with Mail and Supply staff.
- Resolve day to day operational issues including troubleshooting phone and computer issues.

Preferred qualifications:

- Highly proficient in the use of Microsoft Office including Excel and Powerpoint.
- Excellent organizational, interpersonal, customer service and written communication skills.
- Ability to work as part of a team and independently.
- Ability to deal with multiple priorities and competing deadlines.
- Attention to detail a must.

Telecommuting options to be discussed during the interview.

LI-CW1

**Additional Comments**
- NY HELPS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a noncompetitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title. If you are hired under the HELPS Program, you will be first be appointed as a temporary employee. In May 2024, if you are performing successfully in the position, your appointment will be changed from temporary to permanent non-competitive. Once you are in permanent status, your official probationary period will begin and you may take any promotion exam for which you are qualified. At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.
- If you are currently a New York State emplo

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