Administrative Specialist 1

Duties Description This position is located in the Bureau of Finance and Administration and is supervised by the Director of Administration of the New York State Office for the Prevention of Domestic Violence. The incumbent will be actively involved in assisting the Director or their designee in the oversight of administrative processes of the agency and in providing technical support to all staff. Additional responsibilities will include assistance in the monitoring of contractual budgets, liaising with the Office of Information and Technology Services, state agencies and vendors, and assessing operational procedures for opportunities for enhancement.

Duties include but may not be limited to:

• Assist with human resource activities for the agency to include preparation of HR documentation, assist with arranging interviews, obtain and reviews credentials, references, and other documentation.
• Serve as the agency travel liaison and assist agency staff with travel requests, expense reports, processing travel reimbursements, and general travel questions.
• As needed, assist with the management of the purchase of goods and services in alignment with proper procurement practices including approval of purchases and requisitions and maintenance of records for the same.
• Assist the finance team with projects and activities as requested.
• Maintain office equipment inventory and tracks agency assets.
• Assist with monitoring and updating agency internal controls.
• Serve as ITS liaison to include coordination for new hire onboarding, coordination of IT purchases, and agency troubleshooting.
• Assist with review and editing of agency policies and procedures.
• Assist with planning and organization of fatality review team meeting coordination.
• Monitor the agency's MWBE program including preparing and reporting on MWBE procurements as required.
• Assist with creating and editing written documents for the distribution of information to staff and other agency contacts with close attention to contextual and grammatical details.
• Respond to routine requests for information.
• Any other duties as assigned.

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level based on their experience and education.

Required experience:
Experience performing or overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist level:
• Administrative Specialist Trainee 1 (equated to SG-14): Four years of experience.
• Administrative Specialist Trainee 2 (equated to SG-16): Five years of experience.
• Administrative Specialist 1, SG-18: Six years of experience.

Substitutions: An associate's 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.

OR

Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 11 or above and eligible for transfer under Section 52.6, 70.1, or 70.4 of the Civil Service Law.

Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.

Preferred Qualifications:
• Ability to establish effective working relationships with a variety of people at all levels of this agency, other state agencies, and the public.
• Ability to handle multiple tasks with emphasis on accuracy in an expedient manner including the ability to plan and meet deadlines and be an innovative thinker and problem solver.
• Preference may be given to candidates with strong office administrative experience and expertise in New York State government operations.
• A strong personal commitment to preventing and ending gender-based violence is a plus.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional Comments Notes:
*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.

NOTE ON TELECOMMUTING: OPDV supports telecommuting where it is reasonable to do so based on the agency's mission and operational needs. OPDV employees are required to apply and obtain approval through management to telecommute in accordance with the agency's Telecommuting Program Guidelines.

The Office for the Prevention of Domestic Violence (OPDV) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from all communities to apply.

The Office of General Services provides human resources support for the Office for the Prevention of Domestic Violence. To apply for this vacancy, candidates must email a detailed resume providing specific, verifiable information about their qualifying experience to HRresumes@ogs.ny.gov and they must reference the above posting number. This must be received in the OGS Division of Human Resources Management by the closing date, or your response will not be considered.

New York State is an Equal Opportunity/Affirmative Action Employer.

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources/JHG

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

Notes on Applying Please submit a resume and cover letter to HRresumes@ogs.ny.gov detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.