"Alerted.org

NY HELP Yes

Agency Civil Service, Department of

Title Administrative Specialist 1, or Trainee 1 / Trainee 2

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade NS

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

Salary Range From $56655 to $83286 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 7 AM

To 3 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 55 Mohawk Street

City Cohoes

State NY

Zip Code 12047

Duties Description Employee Health Service (EHS) is responsible for medical examination services, including pre-employment, fitness-for-duty / return-to-work, and occupational health examinations, for all New York State departments and agencies. In addition, Health Service Nurses perform occupational health screening and immunization services throughout the State. This position will play an important role in helping to ensure the health and safety of employees throughout New York State agencies.The Administrative Specialist 1 position will be located at Employee Health Service (EHS) in Cohoes, NY. This will be a support position between the administrative staff and the professional staff in the EHS organizational chart. The Administrative Specialist 1 position will support EHS leadership, including the EHS Administrative Director, EHS Assistant Director, Medical Director, and Nursing Director, and oversee the scheduling and front desk program areas so crucial to the overall bureau. The individual in this position would report directly to the Assistant Administrative Director. Responsibilities of the Administrative Specialist 1 will include the following:• Direct and coordinate all administrative oversight of the EHS clerical team, which is responsible for scheduling all pre-employment, occupational health, and agency referral (fitness-for-duty) evaluations.• Serve as the primary contact with customer agencies to coordinate services, resolve administrative issues, and ensure that services are completed in a timely manner and that agency needs are being met.• Coordination of all aspects of the physical/medical determination process for pre-employment candidates, including participation at medical scope conferences for the continuation or establishment of physical/medical standards for select job titles, agency coordination when large groups of candidates require examinations, candidate and agency notification of EHS determinations, and conducting and supervising physical agility testing.• Procurement & Supply Management – Create and submit Purchase Requests (PRs) for clerical, clinical, and psychological testing supplies, including vaccines, needles, and testing materials.• Assist the implementation and day-to-day operation of the EHS computer system focusing primarily on data collection and input activities that support EHS monthly billing and revenue collection activities.• Problem resolution and communication coordination regarding scheduling and medical review activities between EHS, other state agencies, candidates, and Department of Civil Service divisions.• Oversight of the EHS storeroom, computerized inventory management system, and all other inventory management and distribution activities.• Representation of EHS administration on intra-agency committees and at interdepartmental meetings.• Coordination of special projects assigned by the EHS Administrative Director and Assistant Director • Coordination of medical record releases.• Serve as EHS’s leader and representative on internal and multi-agency LEAN initiatives.• Assist with requesting computer permissions, additions, deletions, and notifying ITS of computer issue• Psychological Testing Management – Oversee MMPI testing, scheduling, chart management, and scanning, stage clients and testing, and act as IT liaison for system setup and troubleshooting.• Submit IT tickets, coordinate technical troubleshooting, and ensure smooth system operations.• Cross-Training & Collaboration – Work alongside Assistant Director to maintain operational efficiency.

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 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.NON-COMPETITIVE MINIMUM QUALIFICATIONS:Administrative Specialist Trainee 1Four 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.Administrative Specialist Trainee 2Five 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.Administrative Specialist 1Six 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.COMPETITIVE MINIMUM QUALIFICATIONS:REASSIGNMENT QUALIFICATIONS: Current Department of Civil Service employees with one year of permanent, contingent-permanent, or 55 B/C service as an Administrative Specialist 1 or Administrative Specialist Trainee 1 or 2. If you have less than one year, you must be currently reachable on the Administrative Specialist 1 or Administrative Specialist Trainee 1 eligible list for the Albany location.70.1 TRANSFER QUALIFICATIONS:One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 11 or higher eligible for transfer and determined to be similar by Civil Service. 52.6 TRANSFER QUALIFICATIONS: One year of permanent, contingent permanent, or 55 B/C service allocated to a Grade 11 or higher eligible for transfer and determined to be administrative by Civil Service.70.4 TRANSFER QUALIFICATIONS: 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 or higher and who has passed the PCO exam and has a bachelor’s degree* may be eligible for appointment.Note: 70.4 candidates must NOT have failed the most recent PCO exam.For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.SUBSEQUENT 55B/C QUALIFICATIONS:A subsequent 55b/c appointment may be considered if you have one year of permanent, contingent-permanent, or 55B/C service in an eligible position allocated to Grade 11. To be considered, you must provide a copy of your letter of eligibility with your response.55 B/C QUALIFICATIONS:Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.You must meet the open competitive qualifications from the most recent examination announcement. The open competitive minimum qualifications are: You must have a bachelor's degree* or higher. **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 athttp://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.PREFERRED QUALIFICATIONS:Minimum 5 years’ experience in Occupational Health or Employee Health Services.

Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package. The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity. Among its duties, the Department: • Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.• Assists municipal agencies with civil service administration of more than 360,000 local government employees.• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)NOTE ON TELECOMMUTING:DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.The Department of Civil Service 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]

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

Name Caroline Bearor

Telephone 5184734306

Fax

Email Address [email protected]

Address

Street Empire State Plaza, Agency Building #1

Floor #10 Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, and resume to [email protected]. Please include the Title and Vacancy ID# 206294 you are applying for in the subject line of your email.