Review Vacancy
AgencyInformation Technology Services, Office of
TitleAdministrative Specialist 1/Trainee (NY HELPs) - 9985
Occupational CategoryFinancial, Accounting, Auditing
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Duties Description ITS provides operational support to state agencies on a 24x7x365 basis; some positions may be required to provide this critical service at any time.
Under the direction of the Project Assistant, SG-NS, the Administrative Specialist 1, SG-18, within the ITS Financial Administration Unit, the incumbent will provide administrative support to the ITS grants research and writing process.
Specific duties will include, but are not limited to the following:
• Assist in reviewing, routing, preparing, organizing, and tracking correspondence, to include the use of Outlook and MS Teams.
• Manage contacts, outreach, follow-ups, and coordination and scheduling for ITS Grants Program.
• Assist in developing and utilizing tracking processes to ensure leads are updated frequently.
• Assist in entering service requests and tickets to ITS for program area technical needs.
• Provide administrative assistance in the processing and distribution of information, documents, outreach materials, and reports to both internal and external customers of ITS’ Grant Program.
• Assist in the development of administrative procedures, program guidelines, program SOPs, and training aids for use.
• Monitor and utilize tracking systems and workflow processes to assist in program operations and workflow management.
• Assist in creating reports needed for the ITS Grants Program.
• Assist in developing and preparing program’s annual appropriation request, and federal grant financial plans, as needed.
• Review and update program policies and procedures as needed.
• Respond to questions and aid internal and external customers in a professional manner.
• Conduct research into laws, procedures, directives, and policy to effectively implement or incorporate required changes to ITS Grants Program.
• Participate in meetings, briefs, and proposals, as needed.
• Provide accurate and timely reports upon request and assist in drafting and maintaining scheduled report records.
• Conduct research into posted federal grant opportunities.
• Maintain and update ITS Grant Program trackers daily.
• Maintain and monitor pipeline of grant opportunities for discussion and possible proposal to include grant deadlines.
• Assist ITS Grant Writer in grant authoring, as needed.
• Assist in preparation of Weekly Grants Program Update Brief slides.
• Verify Grant data uploaded on ITS Grants Tracking lists is correct and matches posted grant information.
• Assist in tracking and submitting requirements post-award for agency.
Minimum Qualifications NYS HELPS:
Administrative Specialist Trainee 1 (equated to salary grade 14)*
-A bachelor’s degree or higher
OR
4 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.
Administrative Specialist Trainee 2 (equated to a salary grade 16)*
-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.
OR
5 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.
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.
OR
6 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.
55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess the minimum qualifications and a current 55b/c eligibility letter. For 55 b/consideration, candidates must satisfy at least one of the Open Competitive qualifications listed below.
*Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.
Additional Comments ITS will not offer permanent employment to any candidate unless the candidate provides documentation that they are authorized to accept work in the United States on a permanent basis. It is the policy of ITS not to hire F1 or H1 visa holders for permanent employment or to sponsor non-immigrant aliens for temporary work authorization visas or for permanent residence.
Some positions may require fingerprinting.
Some positions may require up to 25% travel and/or lifting up to 50 lbs. Some positions are pending Civil Service approval. Details of position(s) will be described further if you are selected for an interview.
Positions located in New York City, will receive an additional $3,400 downstate adjustment location pay with regular annual salary. Positions located in the Mid-Hudson will receive an additional $1,650 adjustment location pay.
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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
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.
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) days of professional leave annually to participate in professional development
Health Care Benefits
• Eligible employees and dependents can pick from a variety of affordable health insurance programs
• Family dental and vision benefits at no additional cost
Additional Benefits
• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• And many more.
The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply.
Some positions may require additional credentials or a background check to verify your identity.
Email Address PostingResponses@its.ny.gov
Address
Swan Street Building, Core 4, Floor 1
Notes on ApplyingTo apply for this position, please submit a cover letter and resume clearly indicating how you qualify. Ensure that you include the vacancy ID in the subject of your email for prompt routing. Your Social Security number may be required to confirm eligibility.