Administrative Specialist 1 (NY HELPS), Salary Grade (SG) 18- Vacancy ID: 212016

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Administrative Specialist 1 duties in the Bureau of Administrative Support Services (BASS) include but are not limited to the following: • Maintain records of performance programs and evaluations for current and new staff; ensures completion of such is timely and submitted to Human Resources.• Liaises with Human Resources staff to complete critical initiatives including but not limited to recruitment and training of staff.• Initiate, prepare, and submit Intent to Fill (ITF) documents to fill vacancies based on the needs of the Office, and/or reviews requests/justifications to fill vacancies and determines if they are in accordance with approved staffing plan.• Analyze and evaluate Division processes to develop and help maintain an effective set of policies, procedures and work instructions consistent with program guidelines.• Interface with management and staff to determine appropriate policy, procedure, and work instruction requirements.• Arrange and assist in interviews, such as scheduling, reference checks, etc.• Arrange and coordinate staff training based on office needs.• Agency staff onboarding/offboarding.• Assist with the organization and duties of staff.• Lease Cost Allocations/Rental Allocation Plans (Federal and Special Revenue Funding).• Lease expense tracking - expense review/approval.• Research cost proposals for various facility needs, make procurement recommendations to Fiscal.• Assist Admin Spec 2 with maintaining building systems monitoring repairs and service provided by vendors/contractors.PREFERRED QUALIFICATIONS: • Experience in property and space management.• Strong communication and organizational skills

The minimum qualifications required for this vacancy. Minimum Qualifications 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: Trainee 1: Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program Trainee 2:Five years of experience performing or overseeing budget, human resources, and business servicesactivities for an organization or program.Full Title: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.**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.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 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

Additional comments regarding the vacancy. 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 accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to [email protected] 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.

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