Review Vacancy
AgencyInformation Technology Services, Office of
TitleAdministrative Specialist 2 - 10063
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $86681 to $109650 Annually
Duties Description Under the direction of the Special Assistant, SG-NS, the Administrative Specialist 2, SG-23, will assist working with the division’s directors, managers, and employees of six sections within the Finance Division of the Office of Information Technology Services. Duties will involve keeping the directors and managers on target with the daily tasks that keep the staff operational and functioning. The incumbent will set up and assist with coordination of the meetings, and the communication demands of the finance budget, accounts receivable, accounts payable, rate allocations, financial revenue, procurement, and contract sections.
Specific job duties will include, but are not limited to the following:
• Provide strategic coordination of the Deputy CFO and direct reports schedules by ensuring meetings and events are prioritized appropriately, briefing materials are prepared and distributed in advance of meetings; including establish agendas and setting up the conference link and the preparation of materials for recurring meetings.
• Function as the Finance Division’s departmental liaison for support activities, administrative tasks, coordinating vacation schedules, and staff recruitment.
• Direct all agency division inquires or requests for assistance to the proper finance section for procedures and resolutions.
• Supervise and/or work with staff on clerical tasks needed within each section of finance. Perform the full range of supervisory duties as applicable.
• Prepare and maintain internal tracking report documents, staffing lists, and agency finance contact lists.
• Develop, review, and evaluate data from various sources to prepare briefings and reports for the director and assistant director of financial administration.
• Conduct preparation and submission for the Finance Division; SFS purchase requests/orders, B1184 waivers, and maintenance of records of purchases for goods and services for finance needs. Follow-up on these requests to ensure goods are received or services have been performed prior to approving payment. Resolve problems with vendors, including billing, repair etc.
• Work on training staff on internal office and HR procedures for processing staffing needs or requests.
• Facilitate and work with the unit managers on the hiring process for and the submission of nomination packages, answering questions about personnel, inquires with HR or providing appropriate forms to be completed for staffing requests.
• Arrange and assist in conducting interviews, compile candidate analysis for hiring recommendations, and initiate and prepare requests to fill vacancies.
• Creation and maintenance of the organization charts for each Section in the Finance Division.
• Coordinate the processing of employee evaluations, traineeships, and the processing of probationary reports for new hires and promotions.
• Coordinate the on-boarding and off-boarding of finance staff and vendors.
• Submit ITSM tickets to request building badge access identifications (IDs) for State and vendor employees, tickets for additional equipment or software needed, and mobile device needs.
• Work with managers and Facilities to coordinate office staff moves, relocations, and equipment repairs or refreshes.
• Enter help-desk tickets to resolve Finance office issues; coordinate and track expedited resolutions to avoid staff related downtime.
• Maintain functional use of the printing and copier equipment for all sections of Finance.
• Maintain listings of agency finance locations and tenant safety officer volunteers and maintain the procedures for emergencies.
• Use a P-card to procure office supplies and services for Finance, manage inventory, and provide internal controls.
• Coordinate the administration of the maintenance and inventory of supplies, safety, and sanitary needs in the Finance locations to meet staff’s needs.
• Assist with miscellaneous tasks, as assigned.
Minimum Qualifications Transfer: Open to NYS employees with one year of permanent, contingent
permanent, or 55b/c service as an Administrative Specialist 2, SG-23; OR who are in a title SG-21 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, the 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.
Note: If you are on the examination eligible list for the position title in this location, you do not need to respond to this posting unless you are also eligible for appointment by one of the qualifications listed above. Candidates must be reachable on the current eligible list for this title to be list appointed.
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.
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 development
Health Care Benefits
• Eligible employees and dependents can pick from a variety of affordable health insurance programs
• Family dental and vision benefits at no additional cost
Additional 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.
Some positions may require additional credentials or a background check to verify your identity.
Email Address PostingResponses@its.ny.gov
Address
Swan Street Building, Core 4, Floor 1
Notes on ApplyingTo apply for this position, please submit a cover letter and resume clearly indicating how you qualify. Ensure that you include the vacancy ID in the subject of your email for prompt routing. Your Social Security number may be required to confirm eligibility.