Position Information

NY HELPYes

AgencyCivil Service, Department of

TitleAdministrative Specialist 1 / Trainee 1 / Trainee 2

Occupational CategoryAdministrative or General Management

Salary GradeNS

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $56655 to $83286 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address Harriman Campus, 1220 Washington Ave, Building 18

City Albany

StateNY

Zip Code12203

Job Specifics

Duties Description DUTIES DESCRIPTION:
The Office of Financial Administration is responsible for overall agency fiscal management and administering the procurement process. As the Department carries out key initiatives to transform the way services are delivered to partner agencies and to the public, this position will play an important role in ensuring the success of these modernization efforts.

The Administrative Specialist 1 / Trainee 1 / Trainee 2 supervises four (4) staff and reports to an Associate Budgeting Analyst, SG-23. Responsibilities of the AS1 include supervising all aspects of the Department of Civil Service Print Shop at Building 18. The Print Shop Supervisor oversees the printing and packaging of all state and local exams according to department policy to ensure confidentiality and timely delivery of materials to test sites as well as the coordination of the return of these materials. The Print Shop also prints agency flyers and promotional materials requested by Department of Civil Service (DCS) program areas.

Additional duties will include but are not limited to the following:

• Hires, trains and provides supervision of Print Shop employees, including scheduling, LATS approvals, and time off requests considering state and local exam printing, shipping and receiving dates.
• Receives secure Shipping Reports in the Test Management System (TMS) and by email, which communicates final examination counts and shipping destinations
• Acts as the primary liaison between Testing Services Division (TSD) and Municipal Services Division (MSD), responsible for coordinating and adjusting final shipping counts; confirming alternate test dates, and verifying supply needs for examination sites for state and local exams
• Prints duplicate Shipping Reports and delegates instructions to a current staff of four, who prepare and ship local and state examinations according to sensitive and narrow deadlines
• Reviews final packing and arranges pickup of secure packages with the shipping vendor(s)
• Communicates with Mail and Supply Unit Supervisor to arrange for pickup/delivery of examinations by Facility Operations Assistant 1’s who deliver to local exam sites
• Receives incoming shipments of time sensitive reconciled "live” and “dead” examination material sent to the Bldg. 18 Print Shop at 1220 Washington Avenue for sorting and delivery to Testing Services Division (TSD) at Agency Bldg. 1
• Reviews and approves incoming Print Request forms submitted by agency staff for promotional and other agency materials
• Organizes and ships approved requests of printed content to DCS staff in Albany and various statewide destinations
• Manages department inventory of TSD answer sheets, forms, envelopes, and boxes including the review of printed forms to verify that they contain the correct information before purchase
• Manages inventoried amounts of all paper supplies and toner to maintain proper stock and requests refill orders with supervisor, so that items can be purchased
• Receives all purchased goods and services at Building 18 Print Shop in accordance with OFA Purchasing procedures
• Monitors DCS Print Shop equipment and places service calls with appropriate maintenance provider after onsite trouble shooting
• Manages UPS and FedEx shipping accounts, including the approval of invoices and managing shipping packaging as needed to ensure timely delivery
• Receives approved DPM orders from OFA and prepares shipments of forms to other agencies from the Office of Diversity and Inclusion Management (ODIM)
• Observes DCS protocols for the secure destruction of discarded content including making appointments with the vendor for secure scrap disposal

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, 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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Specialist Trainee 1:
Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
OR
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.
OR
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.
OR
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.

REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1 or
Administrative Specialist Trainee 1/ Trainee 2, if less than one year, you must be currently reachable on the Public Administrative Traineeship Transition (PATT) or the Professional Career Opportunities (PCO) eligible list for the Albany location if one exists.

COMPETITIVE QUALIFICATIONS:
You must be reachable on the current eligible list or eligible for transfer. Any active transition or promotion lists must be exhausted to appoint under the NY HELPS program.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

52.6 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

70.4 TRANSFER QUALIFICATIONS:
Current New York State employee with one year or more of permanent, contingent permanent or 55 B/C service in a position allocated to a Grade 12 or higher and who has passed the Public Administration Traineeship Transition (PATT) exam or the Professional Career Opportunities (PCO) exam and has a bachelor’s degree* may be eligible for appointment.

Note: 70.4 candidates must NOT have failed the most recent PATT or PCO exam.

For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title requires special qualifications for 52.6 or 70.1 transfer as detailed above.

SUBSEQUENT 55B/C QUALIFICATIONS:
A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 12. To be considered, you must provide a copy of your letter of eligibility with your response.

55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.


*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm You must pay the required evaluation fee.


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.

PREFERRED QUALIFICATIONS:
• 5 years of experience in a print shop.
• 5 years’ experience assisting with or coordinating secure printed materials for multiple locations
• Experience with FedEx and UPS software
• At least 1-year supervisory experience

Additional Comments #TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among its duties, the Department:

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING:
DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Caroline Bearor

Telephone 5184734306

Fax

Email Address YourFutureBeginsHere@cs.ny.gov

Address

Street Empire State Plaza, Agency Building #1

Floor #10 Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

 

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# 211510 you are applying for in the subject line of your email.