Review Vacancy
AgencyState Comptroller, Office of the
TitleAdministrative Specialist 1(NY HELPS), SG-18, Administrative Specialist Trainee 2(NY HELPS), (Equated to SG-14), Administrative Specialist Trainee 1 (NY HELPS), (Equated to SG-13) Item #154374
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $63108 to $80248 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Do you want a career with a purpose that provides work/life balance? Apply today to join the Office of the New York State Comptroller.
No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program:
For appointment to the Administrative Specialist TRAINEE 1 you must have: A Bachelor’s or higher degree.
For appointment to the Administrative Specialist TRAINEE 2 you must have: 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.
A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.
For appointment to the Administrative Specialist 1 you must have: 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.
A Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience.
Competitive Minimum Qualifications:
You must be currently reachable on the appropriate eligible list for this title, eligible under the 55 b/c program, or eligible to transfer to this title under Section 70.1, 52.6, or 70.4 of the Civil Service Law.
For 70.1, 52.6, or 70.4 transfer to a Administrative Specialist 1, salary grade (SG)-18, you must have one year of permanent competitive, or 55-b/55-c service in an approved title for transfer allocated to an SG-16 or above. SG-12 or above for a Trainee 2, SG-11 or above for a Trainee 1, depending on qualifications.
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)
Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade.
Depending on qualifications, you may be required to serve a 1 or 2-year traineeship that leads to the full level SG-18 position.
55-b/c:
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
For more information on this program, please visit the NYS Department of Civil Service website, 55b/c Recruitment Resources Center (ny.gov)
Duties Description Assists in preparing and administering the annual budget and financial plan and may prepare and manage the plan for a program.
• Assesses annual financial needs and proposals.
• Discusses and clarifies proposals with program managers.
• Obtains and develops information to plan, prepare, and justify proposed and projected expenditures.
• Prepares recommendations, summaries, and justifications for submission to agency Finance Office.
• Answers questions and provides information to financial administrators, the Division of the Budget, and the Legislature.
• Prepares an expenditure plan and modifies the plan as program needs change.
• Maintains financial records to monitor and control expenditures.
• Prepares and evaluates expenditures and other financial reports.
• Prepares grant applications and administers approved grants.
Manages the purchase of goods and services.
• Locates sources for goods and services.
• Prepares cost/benefit analyses of goods and services and meets with vendors and contractors to discuss potential purchases.
• Coordinates the purchase and installation of equipment and systems and arranges maintenance contract.
• Approves purchases and requisitions, assigns approved expenditures to programs, and maintains records of purchases.
• Resolves problems with vendors.
Oversees human resources activities for an assigned program area.
• Initiates and prepares requests to fill vacancies.
• Reviews requests to fill vacancies to determine if they are in accordance with approved staffing plans and prepares justifications to fill vacancies.
• Arranges and assists in conducting interviews and making hiring decisions.
• Obtains and reviews credentials, references, and other documentation to support transactions and decisions about hiring and promotion.
• Prepares job descriptions and justifications to support classification requests.
• Answers questions from program managers and staff about human resources laws, policies, and practices.
• Provides information about employee benefits and obtains assistance in resolving problems.
• Maintains employee training records and reviews and approves training nominations for staff.
• Arranges for special training in response to management, program, and staff needs.
• Administers the performance evaluation program for staff.
May oversee office support activities for an assigned program area. In contrast to the Office Services Manager title series, incumbents in these positions do not supervise or oversee centralized office support activities for an agency.
• Reviews equipment and space needs and prepares space utilization plans.
• Manages telecommunications programs by arranging for installation, maintenance, and modification of telephone and telecommunications systems.
• Assists in analyzing, developing, and implementing computer systems to meet office and program needs by conducting assessments and meeting with systems analysts to assist in defining, selecting, and installing hardware and software.
Prepares and revises work methods and procedures.
• Conducts studies to determine the efficiency and effectiveness of staffing patterns, work methods, and procedures, and recommends revisions.
• Prepares procedures to describe, revise, and control work activities.
• Compiles data and prepares reports and recommendations about work problems.
• Develops and implements record-keeping systems and controls.
Performs staff services for executive staff and program managers.
• Conducts special studies and research about issues and programs and prepares reports and recommendations.
• Evaluates proposed policies, legislation, position papers, and management proposals, and prepares written analysis and recommendations describing impact, potential benefits and problems.
• Administers communications by preparing and keeping track of correspondence and answering questions from staff, the public, and elected and appointed officials.
• Represents executive and management staff at meetings, hearings, and conferences, and on committees.
• Prepares reports about program activities.
• Prepares speeches and supporting material for executive staff.
• Prepares written materials, including brochures, reports, and other material, about programs. Administers the Freedom of Information Act by reviewing requests for information, locating material requested and determining if it is available to the public in accordance with the law, and forwarding the material to the requestor.
• Clarifies and interprets policies and procedures and assures policies and procedures are available for and sent to affected individuals and programs.
May be assigned to supervise and administer small programs or parts of programs.
Supervises professional and support staff assigned to the office by performing the full range of supervisory activities.
Additional Comments • Excellent customer service skills.
• Strong writing skills and experience independently drafting correspondence to audiences at various levels internal and external to the organization.
• Excellent oral communication skills and ability to present information to others, both individually and in group setting, clearly and concisely.
• Demonstrates strong interpersonal skills and ability to work with others.
• Strong problem solving, research and analytical skills.
• Demonstrates experience with maintaining a high level of confidentiality.
• Demonstrates technological proficiency including Microsoft Excel, Word, Visio, and Access.
• Ability to flourish in a fast-paced environment that requires significant multi-tasking and changing priorities.
• Demonstrates strong organizational skills and attention to detail.
• Demonstrated initiative in professional self-development.
Telecommuting:
The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s duties and work performance are aligned with telecommuting they may be allowed to do so. Upon approval to telecommute, OSC employees may telecommute up to 5 days per pay period.
Reasonable Accommodation:
The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924.
Equal Opportunity Employment:
The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers.
Some positions may require additional credentials or a background check to verify your identity.
Email Address OSCHELPS@osc.ny.gov
Address
Street Office of Human Resources
110 State Street
Notes on ApplyingSubmit a clear, concise cover letter and resume to OSCHELPS@osc.ny.gov, no later than July 5, 2024. Documents must be sent as unlocked and accessible attachments.
Reference 154374-NY HELPS- Administrative Specialist 1 (NYC) in the subject line of your email and on your cover letter for proper routing.
When responding, please include the reference from this section only.
Be sure to submit an unofficial copy of any transcripts you may have with your cover letter, resume as there are educational requirements for this position.