Position Information

NY HELPNo

AgencyEducation Department, State

TitleAdministrative Specialist 1, Administrative Specialist Trainee 1, Administrative Specialist Trainee 2, (NY HELPS) Box OCE-1424/26240

Occupational CategoryNo Preference

Salary Grade18

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

Salary RangeFrom $65001 to $82656 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Schedule

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

Location

County Albany

Street Address Office of Cultural Education

NYS Archives-Records Center

City Albany

StateNY

Zip Code12234

Job Specifics

Minimum Qualifications 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 (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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• Administrative Specialist Trainee 1 (NS, Equated to SG-13): Candidates must have a bachelor's degree or higher.
• Administrative Specialist Trainee 2 (NS, Equated to SG-14): 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.
• Administrative Specialist 1 (SG-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.

All candidates that have taken and passed the most recent Professional Career Opportunities (PCO) exam are encouraged to apply.

COMPETITIVE MINIMUM QUALIFICATIONS:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Specialist 1.

Eligible List Appointment: Candidates who are reachable on the New York State Education Department’s Public Administration Trainee Transition (PATT) eligible list or the Professional Career Opportunities (PCO) eligible list may be considered for appointment. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.

Section 70.1 Transfer to Administrative Specialist 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-16 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Specialist Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-11 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Specialist Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a title SG-12 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.4 Transfer to Administrative Specialist 1: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Administrative Specialist 1 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title SG-16 or higher AND have standing on the Professional Career Opportunities (PCO) eligible list or the Public Administration Traineeship Transition (PATT) eligible list.

Section 70.4 Transfer to Administrative Specialist Trainee 1: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Administrative Specialist Trainee 1 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title SG-11 or higher AND have standing on the Professional Career Opportunities (PCO) eligible list or the Public Administration Traineeship Transition (PATT) eligible list.

Section 70.4 Transfer to Administrative Specialist Trainee 2: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Administrative Specialist Trainee 1 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title SG-12 or higher AND have standing on the Professional Career Opportunities (PCO) eligible list or the Public Administration Traineeship Transition (PATT) eligible list.

Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated SG-16 or higher eligible to transfer under Section 52.6 of the Civil Service Law.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and the following minimum qualifications:

Administrative Specialist Trainee 1 (NS, Equated to SG-13):
• A bachelor's or higher degree.

Administrative Specialist Trainee 2 (NS, Equated to SG-14):
• 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.

Administrative Specialist 1 (SG-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.

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 Description The New York State Education Department’s Office of Cultural Education seeks to fill an Administrative Specialist 1 position in the New York State Archives, State Records Center (SRC). The position is based at the State Office Building Campus. The SRC stores, retrieves, and manages inactive records for New York State agencies. The incumbent of this position will report to the SRC manager (Archives & Records Management Specialist 3) and will be responsible for overseeing SRC operations and staff.

Duties of the position include, but are not limited to, the following:

• Provides training and technical assistance for state agencies in the use of SRC inventory management system and in SRC procedures; develops related training resources and guides.
• Responds to state agencies’ inquiries about SRC holdings, services, and procedures via email, phone, and meetings.
• Reviews and approves transactions in inventory management system, including box transfers to the SRC, withdrawals, extensions, and dispositions. Works collaboratively with Archives’ Scheduling and State Agency Services staff as appropriate.
• Oversees SRC supply and equipment inventory; submits purchase requisitions for new supplies and equipment; and arranges for maintenance services on existing equipment.
• Supervises lower-level SRC staff.
• Serves as primary contact with OGS and SED building and facilities staff; reports issues of concern to OGS building manager and works with OGS staff and outside vendors to resolve them.
• Manages SRC holdings inventory project: investigates status of boxes discovered during inventory; applies disposition, when possible, with help from Archives professional staff; updates inventory management system; and communicates findings to affected state agencies.
• Creates, maintains, and updates SRC procedures and communicates changes in procedures to State Archives staff and state agency staff when needed.
• Assists the SRC manager in monitoring and promoting use of the State Wastepaper Contract by state agencies and local governments.
• Works collaboratively on teams with State Archives professional staff on areas of common concern.
• Performs other duties as assigned.

Additional Comments CONDITIONS OF EMPLOYMENT:

This will be a permanent, competitive appointment or a permanent, non-competitive appointment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and are subject to verification of applicant eligibility. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of degree will be required at the time of interview for all candidates. This position will require 5% in-state/Statewide travel.

This position may be filled as a traineeship. The starting salaries for this position are outlined below. For current New York State employees, salary is based on the candidate’s salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.

Current starting salaries:

• $49,363 (Trainee 1- NS equated to SG-13)
• $52,198 (Trainee 2- NS equated to SG-14)
• $65,001 (Full Performance level SG-18)

Effective November 7, 2024, current trainees and those appointed thereafter, will receive the following starting salaries:

• $52,198 (Trainee 1- NS equated to SG-14)
• $58,247 (Trainee 2- NS equated to SG-16)
• $65,001 (Full Performance level SG-18)

This position leads to a maximum salary of $82,656 based on annual performance advances and traineeship advances.

APPLICATION: Qualified candidates should send a resume and letter of interest by November 18, 2024, to OCEJOBS@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1424/26240) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.

New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.

Interested in a job with New York State, but don’t know where to start?

Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf

Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.

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

Contact Information

Name Office of Human Resources Management

Telephone (518) 474-5215

Fax (518) 486-5631

Email Address OCEJOBS@nysed.gov

Address

Street NYS Education Department

89 Washington Avenue, OHRM, Room 528 EB

City Albany

State NY

Zip Code 12234

 

Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by November 18, 2024, to OCEJOBS@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1424/26240) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.