Administrative specialist / trainee

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Administrative Specialist 1 will be assigned to the Office of Budget and Finance (OBF) and will report to the Deputy Commissioner. The Administrative Specialist 1 will assist the Deputy Commissioner, Director, supervisors, and other professional staff within OBF. Duties include but are not limited to: • Review agency staff travel requests and work with program areas to ensure appropriate documentation and justifications are in place to support travel;• Effectively monitor and track emails in shared mailboxes administered by OBF;• Enter B1184s for OBF and Executive purchases and travel;• Ensure agency compliance with OSC requirements for DCJS contract signatories and voucher authorizers; • Track contractor timesheets and funds available on contracts;• Review and approve OBF invoices for payment;• Serve as OBF initiator for all internal review and purchase requisitions;• Utilize ITSM to conduct all onboarding and offboarding for office staff;• Manage the purchase of goods ensuring the office is adequately stocked with the supplies and equipment needed;• Serve as cardholder of the purchase credit card for the office;• Manage OBF’s budget and spending plan; • Set up interviews and serve as liaison for interviewees for offices conducting position searches;• Assist in obtaining/ reviewing references and any other documentation requested for the hiring process;• Maintain the OBF organizational charts; • Work with the LEAN performance management team to develop process improvement recommendations that improve OBF processes; • Assist in the administration of the OBF SharePoint site; • Schedule meetings on behalf of the Deputy Commissioner and Director and maintains calendars; and • Other duties and projects as assigned by the Deputy Commissioner, Director, and OBF managers.

The minimum qualifications required for this vacancy. Minimum Qualifications NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Specialist Trainee 1, NS: You must have a bachelor's degree or higher*. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at Candidates are responsible for the evaluation fee.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 maybe 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.COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Specialist 1, SG-18: One year of permanent competitive or 55-b/c service in a title SG-16 or higher and otherwise eligible for transfer under Civil Service Law.Administrative Specialist Trainee 1, NS: One year of permanent competitive or 55b/c service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law. Candidates eligible for 55b/c appointment with a bachelor’s degree or higher are eligible and encouraged to apply.

Additional comments regarding the vacancy. Additional Comments Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.Please be advised that the Division of Criminal Justice Services does not currently offer sponsorship for employment visas.REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, Inclusion and Accessibility Unit at [email protected] or (518) 485-1704.

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