Administrative Specialist 2

Administrative Specialist 2, SG-23

The Administrative Specialist 2, SG-23, is assigned to the Division of Law Enforcement and reports directly to the Director of Law Enforcement. The incumbent will oversee a multitude of human resources, business office, budgeting and grants administrative functions for the Division of Law Enforcement. Duties include but are not limited to :

• Manages and ensures division spending is within allocations and recommends spending holds when necessary.
• Authorizes and approves all purchase requisitions within the division to procure needed items and services.
• Reconciles invoices and provides required documentation to business office for reimbursement.
• Authorizes P-cards and travel cards for sworn members. Generates reports in SFS, SFS Analytics, and BETS.
• Approves, tracks and monitors outstanding P-card and travel expenses as well as purchase orders.
• Prepares P-card reconciliations, approves transactions and conducts expenditure audits.
• Prepares and submits requisition for new police vehicles, ATVs snowmobiles, UTVs), trailers, boats, and drones. Tracks monthly fuel charges.
• Procures new police canines. Coordinates with kennel / vendors to review and ensure purchasing invoices are accurate for submission of payment.
• Manages, tracks and processes incoming reimbursements from vendors or various security details throughout the state, such as film, TV or commercial shoots to marathons, bike races, car shows and concerts.
• Reconciles invoices and provides required documentation to business office or reimbursement.
• Tracks and processes incoming invoice from the division's district offices for STOP DWI details which are fully reimbursed by the NYS Governor's Traffic Safety Committee (GTSC) grant programs.
• Tracks and processes OGS claims for vehicle accident reimbursement. Verifies that the vehicle has been repaired or surplussed and identifies voucher payment in SFS to the business office for reimbursement.
• Tracks and monitors financial records for the annual overtime spending statewide for the division of law enforcement.
• Manages the decentralized civil service eligible list for park police officer trainee. Canvasses approximately 3,000 plus candidates for agility testing.
• Coordinates with civil service EHS, internal affairs bureau, counsel's office, psychological consultant services and director / assistant director of law enforcement to ensure all pre-employment processing is scheduled and completed.
• Schedules candidates for all hiring events such as such as agility test, written psychological test, face to face psychological evaluation, and pre-employment medical / physical and drug test.
• Coordinates with internal affairs bureau on background investigations and polygraph.
• Tracks and monitors results of all testing as well as declinations and disqualifications throughout the lengthy hiring process.
• Prepares, extends and tracks offer of employment letters to primary candidates as well as alternate candidates.
• Functions as the division's forfeiture reviewer / account administrator for the department of justice equitable sharing program.
• Prepares annual certification reports summary of equitable sharing activity.
• Maintains and ensures any funds received are used for law enforcement purposes.
• Coordinates with the director of finance and counsel's office to compile information to complete and submit the required annual forfeiture report-equitable sharing agreement certification to keep the agency in compliance as required by state and federal guidelines.
• Forwards the report to be signed by the director of law enforcement, agency commissioner and deputy commissioner for law enforcement.
• Supervises lower level staff.