Position Information

NY HELPYes

AgencyHomeland Security and Emergency Services, Division of

TitleAdministrative Specialist 1/ Trainee 1/ Trainee 2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

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

Salary RangeFrom $52198 to $82656 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 1220 Washington Ave

Building 7A

City Albany

StateNY

Zip Code12226

Job Specifics

Duties Description The incumbent will report to the Office of Counter Terrorism (OCT). Duties include but are not limited to:

• Participate in on-the-job training; understand forms, approvals, and application processes.
•Assist in the preparation of office and program responses to necessary and high priority requests for information and records in an accurate and timely manner.
•Plan and coordinate a variety of special projects and assignments.
• Provide administrative support to office managers.
• Receive and respond to correspondence and maintain applications and timelines.
• Keep records, make timely notifications, and manage office materials supply.
• Attend meetings and briefings and support plan development.
• Work directly with division program managers and office program areas, to maintain timelines and schedules.
• Keep track of purchase requests submitted and correspond with the Office of Administration and Finance (A&F) for ordering and receiving items.
• Work directly with A&F and other program areas to maintain timelines and paperwork.
• Receive and catalog certain records for ready retrieval, as necessary or as directed by the Director of OCT unit leaders.
• Create a training database which reflects all trainings taken throughout the units within OCT, keep the database up to date, and remind employees of necessary renewals.
• Collect Vehicle logs monthly and assure proper receipts are attached.
• Create travel expense reports on behalf of employees to ensure proper reimbursement for trips taken for the agency; Statewide Financial System (SFS) will be utilized.
• Carry out onboarding and offboarding duties for OCT employees.
• Submit purchase requests when necessary as well as track the orders and be the point of contact for any issues.
• Assist OCT leadership with creating DHSES’s Continuity of Operations Plan and keeping it up to date.
• Revisit and update the Internal Controls Program annually.
• Assist the Office of Emergency Management (OEM) during activations.
• Maintain the Security Clearance program.
• Complete other duties as assigned.

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).***

To be considered for appointment through NY HELPS or 55b/c, candidates must meet the open-competitive minimum qualifications for this position.

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience and education.

**Administrative Specialist 1 level requirements:
• Administrative Specialist Trainee 1 (equated to SG-14): a bachelor's or higher degree.
• Administrative Specialist Trainee 2 (equated to SG-16): a bachelor's degree and one year of professional experience.*
• Administrative Specialist 1, SG-18: a bachelor's degree and two years of professional experience.*

*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.

Substitution: A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.

Dependent upon qualifications, if appointed as a trainee, successful completion of a one-year or two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.

Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Specialist 1 and are interested in reassignment OR are a current New York State employee in a position allocated to a Grade 11 or above and eligible for transfer under Section 70.1, 70.4, or 52.6 of the Civil Service Law.

Additional Comments NOTE: Support of operations during times of emergency and disaster from State Emergency Operations Center (EOC), state field offices and/or local deployments may be required, which would result in a change and/or increase in working hours, locations and/or duties.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

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

Contact Information

Name Human Resources/SB

Telephone 518-486-5700

Fax 518-485-8432

Email Address HRresumes@dhses.ny.gov

Address

Street 1220 Washington Ave

Building 7A

City Albany

State NY

Zip Code 12226

 

Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 178319 in the subject line of your application email to HRresumes@dhses.ny.gov