Position Information

NY HELPYes

AgencyCriminal Justice Services, Division of

TitleAdministrative Specialist 1/Trainee

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $65001 to $82656 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 80 South Swan Street

Alfred E. Smith Building

City Albany

StateNY

Zip Code12210

Job Specifics

Duties Description Under the direction of the Program Manager, the Administrative Specialist 1 will handle administrative duties in support of staff in the Office of Crime Analysis and Strategic Partnerships (OCASP). The incumbent will also be available to provide direct assistance to Crime Analysis Center (CAC) Directors as needed. Specific duties include but are not limited to:

• Coordinate recruitment process for CAC contractor staff;
o Draft, compile, and distribute contractor recruitment materials such as position descriptions and interview packages in coordination with CAC hiring managers.
o Coordinate interview schedules.
• Serve as OCASP’s liaison to DCJS Human Resources for state employee staff;
• Monitor and follow up on annual performance evaluations and probation reports;
• Collect and organize recruitment materials for distribution to and from Human Resources;
• Act as office manager for OCASP;
• Coordinate monthly and quarterly performance reporting for Deputy Commissioner;
o Prepare and coordinate monthly performance measures
o Collect data indicators from all CACs
o Develop and generate appropriate reports
o Assist with development of appropriate measures
• Coordinate monthly CAC Director meetings;
• Coordinate quarterly CAC Board of Directors meetings;
• Assist with travel vouchers for Program staff and CAC Directors;
• At the direction of the Training Coordinator, coordinate the entering of training rosters and associated information into Acadis;
• Track the generation of certificates and ensure they get to the appropriate attendee;
• Assist with the annual Public Safety Symposium;
o Develop registration information
o Create databases to track speakers and attendees
o Other duties assigned by symposium coordinators
• Serve as central point-of-contact for FBI National Data Exchange (N-DEx) program and liaison with FBI in managing the MOUs and access requests;
• Includes drafting of MOUs with appropriate parties;
• Tracking new user requests;
• Maintain active user and deactivate as necessary;
• Coordinate with ITS to ensure systems are compliant;
• Coordinate facial recognition process, including:
o Managing the database of approximately 400 users statewide
o Intake of requests
o Verification of credentials and completion of trainings
• Provide telephone support for all Program staff;
• And assist in scheduling meetings for staff and CAC Directors as requested.

Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Specialist Trainee 1, NS: You must have a bachelor's degree or higher*. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.

*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 or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

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 maybe 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 (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Specialist 1, SG-18: One year of permanent competitive or 55-b/c service in a title SG-16 or higher and otherwise eligible for transfer under Civil Service Law.

Administrative Specialist Trainee 1, NS: One year of permanent competitive or 55b/c service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law.

Candidates eligible for 55b/c appointment with a bachelor’s degree or higher are eligible and encouraged to apply.

Additional Comments Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, and Inclusion Unit at DEIA@dcjs.ny.gov or (518) 485-1704.

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

Contact Information

Name Samantha McCarthy

Telephone 518-485-0614

Fax 518-457-4000

Email Address DCJSJobs@dcjs.ny.gov

Address

Street 80 South Swan Street

Alfred E. Smith Building

City Albany

State NY

Zip Code 12210

 

Notes on ApplyingPlease send a cover letter and resume to the email address above. Please reference posting #180111 on your cover letter.

DCJS was named to the Times Union’s list of 2017 through 2024 Top Workplaces as voted on by our employees.