Administrative Specialist 1 (NY HELPS) - VID 202887

Administrative Specialist

This position is located in the Bureau of Finance and Administration and is supervised by the Director of Administration of the New York State Office for the Prevention of Domestic Violence. The incumbent will be actively involved in assisting the Director or their designee in the oversight of administrative processes of the agency and in providing technical support to all staff. Additional responsibilities will include assistance in the monitoring of contractual budgets, liaising with the Office of Information and Technology Services, state agencies and vendors, and assessing operational procedures for opportunities for enhancement.

Duties include but may not be limited to :

• Assist with human resource activities for the agency to include preparation of HR documentation, assist with arranging interviews, obtain and reviews credentials, references, and other documentation.
• Serve as the agency travel liaison and assist agency staff with travel requests, expense reports, processing travel reimbursements, and general travel questions.
• As needed, assist with the management of the purchase of goods and services in alignment with proper procurement practices including approval of purchases and requisitions and maintenance of records for the same.
• Assist the finance team with projects and activities as requested.
• Maintain office equipment inventory and tracks agency assets.
• Assist with monitoring and updating agency internal controls.
• Serve as ITS liaison to include coordination for new hire onboarding, coordination of IT purchases, and agency troubleshooting.
• Assist with review and editing of agency policies and procedures.
• Assist with planning and organization of fatality review team meeting coordination.
• Monitor the agency's MWBE program including preparing and reporting on MWBE procurements as required.
• Assist with creating and editing written documents for the distribution of information to staff and other agency contacts with close attention to contextual and grammatical details.
• Respond to routine requests for information.
• Any other duties as assigned.

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

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

Experience performing or overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist level :

Substitutions : An associate's 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.

OR

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 employee with one year or more of qualifying permanent service in a position allocated to a Grade 11 or above and eligible for transfer under Section 52.6, 70.1, or 70.4 of the Civil Service Law.

Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.

Preferred Qualifications :

NOTE : IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Notes :

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State.

NOTE ON TELECOMMUTING : OPDV supports telecommuting where it is reasonable to do so based on the agency's mission and operational needs. OPDV employees are required to apply and obtain approval through management to telecommute in accordance with the agency's Telecommuting Program Guidelines.

The Office for the Prevention of Domestic Violence (OPDV) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from all communities to apply.

The Office of General Services provides human resources support for the Office for the Prevention of Domestic Violence. To apply for this vacancy, candidates must email a detailed resume providing specific, verifiable information about their qualifying experience to HRresumes@ogs.ny.gov and they must reference the above posting number. This must be received in the OGS Division of Human Resources Management by the closing date, or your response will not be considered.

New York State is an Equal Opportunity / Affirmative Action Employer.