Review Vacancy
TitleSenior Administrative Analyst (NY HELPS); Vacancy ID: 218055
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Appointment Type Contingent Permanent
Duties Description PREFERRED QUALIFICATIONS:
• Proficient in MS Suite and SharePoint
• Familiar with Records Disposition and the General Retention Schedule
• Experience in property and space management
• Strong communication and organizational skills
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
DUTIES:
The Bureau of Administrative Support Services (BASS) is responsible for administrative support activities within the Department. This includes property management, space planning, health and safety and mail and supply services. The Senior Administrative Analyst will provide support with space planning and workstation seating, onboarding and offboarding services, records management and supply fulfillment. Some travel may be required for this position.
The Senior Administrative Analyst duties in Bureau of Administrative Support Services (BASS) will include but are not limited to the following:
• Serve as Records Management Officer, prepare and manage the development of new and revised records disposition schedules for the agency with compliance with NYS Archives and Records Management Policies. Prepare and oversee the preparation of transfer lists related to records designed for long or short-term storage.
• Analyze and evaluate Division processes to develop and help maintain an effective set of policies, procedures and work instructions consistent with program guidelines.
• Supports space planning activities and space utilization, including tracking service requests, coordinating moves and restacks.
• Serve as project manager for a variety of program initiatives including project tracking and monitoring, tracking vendor deliverables and payments.
• Track lease expenses, review expenses for approval.
• Research cost proposals for various facility needs, make procurement recommendations to Fiscal.
• Maintain building systems, monitor repairs and service provided by vendors/contractors.
Minimum Qualifications COMPETITIVE MINIMUM QUALIFICATIONS:
CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.
TRANSFER QUALIFICATIONS: Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law.
A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
NON-COMPETITIVE MINIMUM QUALIFICATIONS:
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 may be 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, 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
The minimum qualifications for Non-Competitive appointment are:
• Administrative Analyst Trainee 1 –
Four years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.
• Administrative Analyst Trainee 2 –
Five years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.
• Senior Administrative Analyst –
Six years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.
**Substitution:
An associate 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.
55 B/C APPOINTMENT:
This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.
PROVISIONAL QUALIFICATIONS:
Based on the results of the canvass of the current eligible list for the Senior Administrative Analyst the Department may elect to make a provisional appointment to this position rather than a permanent appointment. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Public Administration Traineeship Transition Program (PATT) OR Professional Career Opportunities (PCO) exam and be reachable for appointment from the newly established eligible list.
52.7 NON-COMPETITIVE PROMOTION (NCP):
In accordance with Section 52.7 of the Civil Service Law, if the number of qualified candidates who apply for the position is three or less, a permanent appointment can be made, at agency discretion, by non-competitive promotion of an applicant who meets the minimum qualifications. To qualify, you must be a current Department of State employee and have one year of permanent, contingent permanent, or 55 B/C service in a clerical/keyboarding/secretarial title or administrative paraprofessional title allocated to a G-8 or higher. A comprehensive list of qualifying titles is available at: https://www.cs.ny.gov/examannouncements/announcements/00500qualifying.cfm . Only the titles listed are qualifying for this examination.
Note: Non-Competitive refers to not competing in an examination; the appointment will be competitive.
Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodation during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.
If position will receive location pay, please add applicable information below:
Positions located within the New York City metropolitan area, as well as Suffolk, Nassau, Rockland, and Westchester Counties, are also eligible to receive an additional $4,000 annual downstate adjustment. OR
Positions located within Orange, Dutchess and Putnam are also eligible to receive an additional $2,000 Mid-Hudson adjustment.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
NOTE ON TELECOMMUTING:
The Department of State employees may be approved for a maximum of 50% telecommuting; however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRM.Recruitment@dos.ny.gov
Address
Suite 1150
Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, resume, degree/transcript, and New York State Part 1 Application (https://dos.ny.gov/employment-opportunities) to HRM.Recruitment@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.