NY HELPNo

AgencyAttorney General, Office of the

TitleAdministrative Specialist 2

Occupational CategoryNo Preference

Salary Grade23

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

Salary RangeFrom $84156 to $106454 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 10 British American Blvd

City Latham

StateNY

Zip Code12110

Duties Description Under the supervision of the Chief Information Officer, the incumbent will be responsible for various complex professional administrative duties. The incumbent must be highly independent and accountable for performing high-quality work on a timely basis. The Administrative Specialist 2 will be the IT point person who collaborates with the Administrative Services Bureau, Bureau of Finance and Budget, and Human Resources Management Bureau. Additionally, they will supervise other administrative and procurement staff within the IT bureau. The specific duties for this position include the following:

IT Bureau Administration:
• Oversee office services and supervise staff performing administrative functions for the Office of the CIO (OCIO). Prepares and maintains all key staff policies and procedures.
• Oversee the operational support requirements of the CIO including travel, scheduling and preparation for meetings, creating reports and communications.
• Participate in and lead key strategic initiatives.
• Supervise administrative staff and students within the OCIO.
• Manage office operations, including facilities related issues as a liaison with the Admin Services Bureau and OAG tenant site contact for the leased facility landlord.

Finance and Budget:
• Assists in preparing and administering the annual budget and financial plan for the Bureau.
• Prepare the annual IT Operational budget for the CIO, including coordination as needed with the DCIO’s and other IT Section Heads.
• Assemble necessary documents based on OGS guidelines for the Bureau’s purchases for submission to CIO, track procurement process, delivery of the items, and approve/reconcile invoice for payment.
• Prepare written budgetary and personnel statistics for CIO.
• Liaison to General Counsel’s office for IT procurements ensuring proper review and approvals are obtained for all contract terms and conditions.
• Maintain current fiscal year IT operational budget and analyze expenditures to provide projections for the future fiscal year.
• Responsible for all IT procurements and procurements for the CIO.
• Assists with the preparation and maintenance of the Capital budget.
• Monitor IT Bureau expenditures to identify differences between projected and actual expenditures and gathers determining information to account for the differences.
• Track all Operational and Capital spending for the Information Technology Bureau.
• Process P-Card purchases for Bureau, reconcile monthly statements.
• Prepare written instructions to IT Staff regarding budgetary policies and procedures.
• Contact vendors on billing issues, discrepancies, and dispute resolution.
• Meet with potential vendors on products IT is looking to procure. Responsible for ensuring Project Sunlight form is filed.
• Monitor OAG cell phone account(s) for correct cost centers, high usage, and payment assurance.
• Maintain Agency-wide software licenses and maintenance list. Responsible to ensure all renewals processed in a timely manner.
• Track in-house consultant hours; approve invoices and reconcile purchase orders.
• Oversee the preparation, scheduling, and tracking of move requests for IT equipment to various OAG offices.
• Update tickets in Service Center regarding Purchases or internal moves.
• Primary contact for all IT Vendors.
• Participate in large OAG implementation projects throughout the State by leading small teams, assisting with onsite support and training of OAG staff.

Human Resources:
• Oversee coordination of new hire interviews and onboarding of new hires.
• Prepare annual performance and probationary reviews. Meet with staff members to discuss areas of improvement as well as set expectations for future annual review.
• Notifies supervising employee’s separations, new hires, transfers, and office/title changes.
• Responsible for new employee onboarding, including ensuring that I9 & oath forms are signed, badges and forms are prepared, user accounts are created, and equipment is distributed for IT staff
• Oversee the offboarding of all IT staff. This includes, but is not limited to, collection/deactivation of badges, collection of all IT equipment, and deactivation of cell phones.
• Assist with review of job duties, performance plans, probationary reports, and annual performance reviews.
IT Administration Section:
• Supervise Administrative support staff to ensure that tasks and workflow occur on time and accurately.
• Maintain comprehensive IT Bureau and VIP phone and contact list.
• Ensure secure access to the office location, track visitor access, and temporary badge distributions.
• Work directly with AdminOp for seating changes, updates, and reconfiguration of workstations.
• Ensure/oversee timely and appropriate communication with all IT staff regarding changes to the IT Administrative Services.
• Oversee the authorized use of IT assigned State vehicles, secure key access, and ensure the vehicle is maintained correctly.
• Schedule meetings and make travel arrangements when needed.
• Knowledge of UPS & USPS machines.
• Review and revise IT Administration written processes and procedures.
• Oversee maintenance of employee training records, required approvals, and process training requests.
• Oversee parking payments and administer parking spots to staff.

• Other duties as assigned.

Minimum Qualifications One year of permanent competitive service at Salary Grade 21 or higher AND eligible for transfer under Section 52.6: Must have current or prior service in a title designated at 52.6 within two salary grades of this position. Determination of titles that are 52.6 eligible can be found at https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.

Additional Comments Candidates from diverse backgrounds are encouraged to apply.
The OAG is an equal opportunity employer and is committed to workplace diversity.

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

Name Human Resources Management Bureau

Telephone 518-776-2500

Fax 518-915-7754

Email Address HR.recruitment@ag.ny.gov

Address

Street Office of the Attorney General, Human Resources Management Bureau

The Capitol

City Albany

State NY

Zip Code 12224

Notes on ApplyingPlease send your cover letter and resume to HR.Recruitment@ag.ny.gov and reference vacancy ID # 182526 in the subject line.