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

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The incumbent will report directly to the Deputy Commissioner for Disaster Recovery Programs. The duties include, but are not limited to: • Ensure security, integrity and confidentiality of data. • Manage relationships with agency staff, federal, state and local representatives and officials, service providers, contractors and other stakeholders. • Coordinate information flow by acting as liaison among executives, staff, other employees, and the public.• Meeting organization to include the development of the agenda with Executive's guidance.• Attend meetings with FEMA, state agencies and applicants as needed.• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks. • Conduct special studies and research about issues and programs and prepares reports and recommendations.• Evaluates proposed policies, legislation, position papers, and management proposals, and prepares written analysis and recommendations describing impact, potential benefits and problems. • Prepares written materials and reports about , including brochures, reports, and other material, about programs. • Administers communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials with the guidance of the Executive. • Carry out administrative duties such as create and maintain Excel spreadsheets, filing systems / records management and structure (hard copy & e-copy) as necessary. Resolve day-to-day administrative operational issues. • Perform other duties and special projects as required.• Possession and maintenance of a valid Driver’s License is required.• Travel may be required, including during evening and weekends; approximately 10% depending on mission and assignment.

The minimum qualifications required for this vacancy. Minimum Qualifications 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 55b/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): a bachelor's or higher degree.• Administrative Specialist Trainee 2 (equated to SG-16): a bachelor's degree and one year of professional experience.*• Administrative Specialist 1, SG-18: a bachelor's degree and two years of professional experience.**Professional experience: providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.Substitution: A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized 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.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 Division of Homeland Security and Emergency Services employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Specialist 1 and are interested in reassignment OR are a current New York State employee in a position allocated to a Grade 11 or above and eligible for transfer under Section 70.1, 70.4, or 52.6 of the Civil Service Law.Preferred Qualifications: • Strong organizational and planning skills;• Proficient in MS Office;• Knowledge of office management systems and procedures;• Excellent time management skills and ability to multi-task and prioritize work;• Attention to detail and problem-solving skills;• Administrative experience;• Excellent written and verbal communication skills.

Additional comments regarding the vacancy. Additional Comments ***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.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.

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