Administrative Specialist 1 - 7120

The duties that the incumbent of the vacancy will be expected to perform. Duties Description ITS provides operational support to state agencies on a 24x7x365 basis; some positions may be required to provide this critical service at any time.Under the direction of the Director of Internal Controls, the Administrative Specialist 1 will be assigned to the Internal Controls unit within the Chief Risk & Data Privacy Office and will provide professional administrative support managing the human resources and business services for the Internal Control program, conducting special studies and research projects, and managing office and support activities.Duties include, but are not limited to the following: • Monitor and keep track of the Internal Controls shared mailbox directing emails to the appropriate receiver(s).• Administer the collection of information for ITS regulatory statutory recurring report submissions.• Maintain the program’s asset access tracking.• Compile, organize, and maintain documentary evidence related to the annual Internal Control Certification.• Assist with organization and maintenance of the program’s V-drive and SharePoint site.• Initiate and prepare requests to fill forms for vacancies.• Utilize Email, telephone, and MS Outlook to arrange and assist with hiring/promotional interviews.• Obtain, review, and maintain credentials, references, and other documentation to support hiring and promotion decisions.• Assist with preparing and maintaining job descriptions.• Manage the Performance Review calendar and ensure the Director and supervisory staff are timely notified of due dates on upcoming reviews.• Manage the program’s leave request calendar.• Assist with onboarding of new employees and ordering of Reasonable Accommodation equipment.• Assist with offboarding employees and gathering of any Reasonable Accommodation equipment.• Assist with writing and maintaining program policies and procedures.• Maintain sufficient office supplies and maintain inventory of supplies purchased and utilized.• Locate sources for goods and services and maintain documentation for audit purposes.• Organize and maintain the program’s P-card documentation for audit purposes.• Assist with special studies and research projects.• Assist with creating reports and presentations that will be provided to Executive Management and other stakeholders.• Track and maintain evidence of continuing professional education credits the staff earns.• Oversee office equipment and request maintenance when needed.• May supervise subordinate staff.Preferred Qualifications• Strong attention to detail.• Excellent organizational skills.• Excellent writing, editing, and formatting skills.• Ability to meet deadlines effectively and efficiently.• Ability to work independently.• Proficient in Microsoft Excel, Word, Adobe, PowerPoint, Visio, and similar applications.• Able to handle multiple priorities.• Maintain a professional, cooperative demeanor and attitude.

The minimum qualifications required for this vacancy. Minimum Qualifications NYS HELPS: Administrative Specialist Trainee 1 (equated to salary grade 14)*-A bachelor’s degree or higherAdministrative Specialist Trainee 2 (equated to a salary grade 16)*-A bachelor's degree and one year of 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.Administrative Specialist (salary grade 18)-A bachelor's degree and two years of 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.NOTE: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).Transfer: Open to NYS employees with one year of permanent, contingent permanent, or 55b/c service as an Administrative Specialist 1, SG-18; OR who are in a title SG-16 or above deemed administrative under Section 52.6 of the Civil Service Law; OR in a title approved for transfer under Section 70.1 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two grades.Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be reinstated pursuant to Civil Service Law. If you left state service less than one year ago, there reinstatement request from a state agency will usually be approved by the Department of Civil Service. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission.55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess the minimum qualifications and a current 55b/c eligibility letter. For 55 b/consideration, candidates must satisfy at least one of the Open Competitive qualifications listed below.*Successful completion of a two-year traineeship leads to appointment as an Administrative Specialist 1, SG-18.

Additional comments regarding the vacancy. Additional Comments Some positions may require fingerprinting. Some positions may require up to 25% travel and/or lifting up to 50 lbs. Some positions are pending Civil Service approval. Details of position(s) will be described further if you are selected for an interview. Positions located in New York City, will receive an additional $3,400 downstate adjustment location pay with regular annual salary. Positions located in the Mid-Hudson will receive an additional $1,650 adjustment location pay.For the duration of the NY HELPS Program, this title maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.Benefits of Working for NYS Generous benefits package, worth 65% of salary, including: Holiday & Paid Time Off• Thirteen (13) paid holidays annually• Up to Thirteen (13) days of paid vacation leave annually• Up to Five (5) days of paid personal leave annually• Up to Thirteen (13) days of paid sick leave annually for PEF.• Up to three (3) days of professional leave annually to participate in professional developmentHealth Care Benefits• Eligible employees and dependents can pick from a variety of affordable health insurance programs• Family dental and vision benefits at no additional costAdditional Benefits• New York State Employees’ Retirement System (ERS) Membership• NYS Deferred Compensation• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds• Public Service Loan Forgiveness (PSLF)• And many more.The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply.

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