StateJobsNY

NY HELPNo

AgencyInformation Technology Services, Office of

TitleAdministrative Aide, Ref. #70057R

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade13

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $42555 to $51830 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address ESP Swan Street Building, Core 4

City Albany

StateNY

Zip Code12220

Minimum Qualifications Open to NYS employees with one year of permanent competitive service as an Administrative Aide, G-13, or in a title G-11 or above approved for transfer under Section 70.1 of the Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

Duties Description Under the direction of an Information Technology Specialist 4, the Administrative Aide will be assigned to the Contracts and Procurement unit within the Chief Administration Office and will be primarily responsible for monitoring and managing the administrative activities of the HBIT contracted employees. Duties will include, but are not limited to, the following:
• Create new HBITS Purchase Request (PR) folders and prepare files; including hardcopy folders, tracking sheets, shared mailbox folders, and v-drive folders. If request is incomplete, reach out to program area for missing information/documentation.
• Assign PR to HBITS Contract Management Specialists (CMS) and update the PR Database with assignment.
• Monitor HBITS shared mailbox, including moving email messages to CMS folders and responding to HBITS status requests.
• Monitor hardcopy HBITS folders and tracking sheets from Form 2’s w/ Program Pending Review status through On-Boarding and alert CMS’s of overdue submissions and omissions as well as develop reminder system (tickler file) of HBITS due dates of submissions.
• Maintain weekly and Master HBITS LATS spreadsheets and submit HBITS LATS spreadsheet along with On-Boarding Letters to HR weekly.
• Produce On-Boarding Letters from spreadsheet and obtain letter signatures as well as submit On-Boarding Letters to vendors and management.
• Submit On-Boarding Letter, Form 3B and final Summary Sheet to Office of General Services (OGS) HBITS, and Submit On-Boarding Letter, LATS HBITS Spreadsheet, Budget Coding, and HBITS Billing Information to Accounts Payable.
• Verify that the complete Procurement Record is contained in the V drive folder and in the hardcopy folder and update PR Database with completed procurement information.
• Monitor PR to PO process.
• Provide general HBITS support as needed when CMS’ are unavailable.

Additional Comments This Office of Information Technology Services position will be assigned to work within the Chief Administration Office.

Some positions may require fingerprinting.

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

Name Louise C. Nails

Telephone 518-473-0398

Fax 518-402-4924

Email Address HR.recruitment@its.ny.gov

Address

Street Empire State Plaza, Swan Street Building, Core 4

P.O. Box 2062

City Albany

State NY

Zip Code 12220

Notes on ApplyingTo apply, please send a cover letter and resume to the attention of Louise C. Nails and indicate that you are applying for Administrative Aide, Ref #70057R. Please clearly explain how you meet the minimum qualifications for this position. Your Social Security number may be requested in order to confirm your eligibility.