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NY HELP Yes

Agency Homeland Security and Emergency Services, Division of

Title Administrative Specialist 1/ Trainee 1/ Trainee 2 (NY HELPS)

Occupational Category Other Professional Careers

Salary Grade 18

Bargaining Unit M/C - Managerial/Confidential (Unrepresented)

Salary Range From $53764 to $85138 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 20%

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

County Albany

Street Address 1220 Washington Avenue

Bldg 7A

City Albany

State NY

Zip Code 12226

Duties Description The incumbent of this position will report to the Office of Counter Terrorism (OCT). Duties include but are not limited to the following:· 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 NY HELPS 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 55 b/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) - Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.· Administrative Specialist Trainee 2 (equated to SG-16) - Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.· Administrative Specialist 1 SG-18 - Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Substitution: 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.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. REASSIGNMENT/TRANSFER Current New York State Division of Homeland Security and Emergency Services employees with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Specialist 1 and are interested in reassignment; OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 11 and eligible for transfer under section 70.1 or 52.6 as appropriate of the Civil Service Law. NOTE: Employees on the Civil Service eligible list will be considered. If you are on the eligible list and not reachable, you may be eligible for another appointment method. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.

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. ***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 of 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 Division of Homeland Security and Emergency Services (DHSES) is an equal opportunity employer. In accordance with the NYS Human Rights Law, DHSES does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status or status as a victim of domestic violence, or other applicable legally protected characteristics. DHSES is committed to fostering diversity, inclusion, and accessibility in the workplace and is committed to providing our programs and services without discrimination. In support of Executive Order 31, all qualified individuals with disabilities are encouraged to apply.

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

Name Human Resources/SB

Telephone 518-486-5700

Fax 518-485-8432

Email Address [email protected]

Address

Street 1220 Washington Ave

Building 7A

City Albany

State NY

Zip Code 12226

Notes on Applying Please submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID 205718 in the subject line of your application email to [email protected]