Administrative Specialist 2

The duties that the incumbent of the vacancy will be expected to perform. Duties Description Reporting to the Director of Office of Emergency Management (OEM), the Administrative Specialist 2 will be responsible for a variety of program wide operational initiatives, provide executive level support to the Director, and work closely with the Executives on special projects, programs, and administrative activities. Duties include but are not limited to: • Lead and/or manage special projects as directed by OEM executive staff, such as OEM’s expansion effort, which includes personnel growth and the development of several new capabilities and programs and develop Exercise-Specific Planning Teams.• Oversee management of activations of the Emergency Operations Center (EOC), to include agency-wide canvassing for staff, developing the staffing plan, and working across OEM sections to ensure the EOC is ready, and the activation is coordinated and successful.• Review OEM program requests to fill vacancies to determine if they are in accordance with staffing plan and prepare justifications. Monitor Full Time Employees (FTE) and organizational staffing changes ensuring OEM executive staff and management are aware of and approve changes.• Oversee, coordinate and participate in the recruitment and staffing, interview, employee development and onboarding processes. Ensure that hiring practices are conducted in accordance with applicable rules, regulations and agency policies. Consult Administration and Finance, Human Resources and executive staff on personnel matters.• Oversee and coordinate all program-wide events, to include program wide in person staff meetings, and team building exercises.• Mange relationships with program and agency staff, federal, state and local representatives and officials, service providers, contractors and other stakeholders.• Mange the OEM performance management program including meeting with managers and executive staff to discuss progress, change based on performance, legislation or intervening factors and monitoring progress towards goals and periodically evaluate and make recommendations for appropriate adjustments.• Prepare and edit briefings, correspondence and confidential memorandum for the Director and executive level staff regarding critically sensitive issues often under extreme time constraints and changing priorities.• Review and approve reports and presentations prior to senior leadership approval based on knowledge of current requirements, managerial preferences and organizational culture. Ensure security, integrity and confidentiality of data is maintained.• Manage the performance evaluation/probationary report program for OEM and install a system of controls to ensure that performance programs, evaluations and recertifications are completed for all staff, reviewed and submitted within established time frames; probationary reports are completed by supervisors, submitted for prior review and delivered on a timely basis. Employee performance issues are discussed, necessary training identified, and plans are in place prior to discussion with the employee.• Mange OEM activities including space planning, modification and usage, telecommunications and IT requirements and records management. Oversee the planning for organizational equipment and space needs and preparation of utilization plans. Conduct assessments of program needs, monitor projects and meet with staff to discuss organizational needs and issues. • Meet with OEM program staff to exchange information and discuss issues affecting the units including operational efficiency, and to formulate necessary actions plans.• Facilitate and monitor the development of internal controls/risk management programs that assist OEM in achieving objectives, safeguarding assets, ensure the integrity of data and efficient use of resources and compliance with laws, rules, regulations and agency policy.• Provide assistance to managers and liaise with appropriate agency personnel.• Serve as primary contact for the Director on a wide range of issues.• Represent executive staff at meetings and speak on behalf of the Director or Executive Deputy Director in their absence.• Oversee preparation of the OEM annual staffing and financial plan, set goals and timelines for programs manager in accordance with Division of Homeland Security and Emergency Services (DHSES) and Division of Budget (DOB) requirements. Discuss and clarify requirements with programs managers to discuss progress and/or issues in order to reach consensus. Liaison with DHSES Administration and Finance.• Collaborate with the OEM Executive staff to provide data and information on FOIL requests.• Oversee all purchasing done by OEM and liaise with DHSES Finance, Budget, and Procurement staff to ensure all purchases are executed in compliance with applicable rules and kept within budget.• Conduct comprehensive and complex research on a variety of topics and issues analyzing complex issues quickly and objectively. Prepare comprehensive reports and or summaries for use by the Director, Executive staff and other stakeholders.• Advise the Director of operational issues that need attention. Formulate recommendations for change and improvement.• Independently prepare comprehensive assessments, briefings, correspondence and a variety of ad-hoc analytic products addressing OEM and DHSES events for the Director and senior staff.• Notify executive staff and supervisors regarding employee separations, new hires, transfers, and office/title/scheduling changes.• Assist with the development and implementation of newly expanded programs as directed.• Supervise travel logistics (accommodations, expense reports, travel authorizations) and purchase card reconciliations via the Statewide Financial System (SFS). Administrative requirements are identified and satisfied to ensure timely processing of travel and purchases. Maintain knowledge regarding any policy changes to travel authorization requests and expense reports to ensure travel compliance and accuracy.• Supervise the Administrative Specialist 1, SG-18, support staff and Field Operations administrative needs.• Perform all supervisory duties as required.• Support the OEM during periods of activation as assigned and required.• Perform other duties as required.• Travel may be required, up to 20%.

The minimum qualifications required for this vacancy. Minimum Qualifications 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 2 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 21 and eligible for transfer under Section 52.6 of the Civil Service Law.NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Career Mobility website (careermobilityoffice.cs.ny.gov/cmo) to determine transfer eligibility.

Additional comments regarding the vacancy. 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.

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