Review Vacancy
AgencyInformation Technology Services, Office of
TitleAdministrative Specialist 1 (NY HELPs) - 10292
Occupational CategoryI.T. Engineering, Sciences
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $66951 to $85138 Annually
Appointment Type Contingent Permanent
Duties Description This position provides administrative coordination, tracking, and documentation support for project, portfolio, and ITSM activities, improving data accuracy, reporting consistency, and operational efficiency for the NYSP Dedicated Team.
Duties include, but are not limited to:
• Manage the calendar and scheduling for the assigned NYSP director-level leader, including coordination of meetings, briefings, and site visits across NYSP locations, ITS, and other state agencies.
• Prepare and distribute meeting materials, agendas, and virtual meeting links; monitor schedules for conflicts, changes, and priorities and make adjustments as needed.
• Provide day-to-day administrative support to support efficient and effective operations.
• Serve as the primary point of contact for the assigned leader, receiving, screening, documenting, and routing telephone calls, email communications, and correspondence in a professional and confidential manner.
• Coordinate scheduling and logistics with ITS leadership, NYSP command staff, and external agency partners to support multi-agency collaboration.
• Serve as a designated procurement card (P-Card) holder, processing allowable purchases in accordance with State policies and maintaining required documentation and reconciliation.
• Interface with ITS, NYSP, and other state agencies to coordinate administrative activities, including workspace seating, furniture requests, moves, and related logistical needs.
• Maintain administrative resources, contact lists, and reference materials to support leadership needs.
• Coordinate visitor access and meeting logistics in accordance with applicable ITS and NYSP security and access procedures.
• Utilize state administrative systems and tools including Microsoft 365 (Outlook, Teams, OneDrive), Zoom, SFS, LATS, and other systems as required.
• Coordinate travel arrangements in accordance with State travel policies; ensure approvals are obtained and documentation is maintained for timely reconciliation.
• Maintain organized paper and electronic filing systems in accordance with records retention requirements.
• Utilize office equipment and manage office supply needs as required.
• Perform related duties as assigned in support of leadership priorities and operational needs.
• Maintain and update administrative records and tracking tools related to project and portfolio activities
• Assist with the collection, organization, and preparation of status information and summary reports for management review
• Support administrative coordination for PMO-related activities, including meeting scheduling, agenda preparation, and follow-up on action items
• Track, monitor, and maintain IT Service Management (ITSM) request data, ensuring information is accurate, complete, and current
• Assist with documenting and maintaining Standard Operating Procedures (SOPs) and other administrative guidance materials
• Maintain electronic files, repositories, and documentation in accordance with established standards
• Perform related administrative duties as assigned
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 (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.
NON-COMPETITIVE MINIMUM QUALIFICATIONS:
To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
• Administrative Specialist Trainee 1: Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
o 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 2: Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
o 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 1: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
o 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.
All candidates that have taken and passed the most recent Professional Career Opportunities (PCO) exam are encouraged to apply.
COMPETITIVE MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Specialist 1.
Eligible List Appointment: Candidates who are reachable on the New York State Education Department’s Public Administration Trainee Transition (PATT) eligible list or the Professional Career Opportunities (PCO) eligible list may be considered for appointment. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.
Section 70.1 Transfer to Administrative Specialist 1: Candidates must have one year of permanent competitive or 55b/c service in a title salary grade 16 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Specialist Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title SG-12 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.1 Transfer to Administrative Specialist Trainee 2: Candidates must have one year of permanent competitive or 55b/c service in a titles SG-14 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Section 70.4 Transfer to Administrative Specialist 1: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Administrative Specialist 1 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title SG-16 or higher AND have standing on the Professional Career Opportunities (PCO) eligible list or the Public Administration Traineeship Transition (PATT) eligible list.
Section 70.4 Transfer to Administrative Specialist Trainee 1: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Administrative Specialist Trainee 1 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title SG-12 or higher AND have standing on the Professional Career Opportunities (PCO) eligible list or the Public Administration Traineeship Transition (PATT) eligible list.
Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated salary grade 16 or higher eligible to transfer under Section 52.6 of the Civil Service Law.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and the following minimum qualifications:
• Administrative Specialist Trainee 1: Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
o 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 2: Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
o 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 1: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
o 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.
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.
Additional Comments ITS will not offer permanent employment to any candidate unless the candidate provides documentation that they are authorized to accept work in the United States on a permanent basis. It is the policy of ITS not to hire F1 or H1 visa holders for permanent employment or to sponsor non-immigrant aliens for temporary work authorization visas or for permanent residence.
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.
If eligible, 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 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.
NYS HELPS: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
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.