Review Vacancy
AgencyHigher Education Services Corporation
TitleAdministrative Specialist 1 / Trainee
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Appointment Type Contingent Permanent
Duties Description Oversee centralized office services and Micro Records functions for HESC and supervise staff performing these functions.
Oversee space planning and utilization and property management, including HESC offices in Albany and NYC. Coordinate electrical and data network changes and staff moves including the delivery, installation and movement of office furniture, files and other workstation equipment. Plan and coordinate space allocation materials including new construction and renovations. May meet with agency managers to determine space requirement, ensuring that space designs and furniture modifications reflect current need and conform to Office of General Services (OGS) space allocation guidelines and OSHA standards.
Coordinate the purchase, delivery, installation and movement of office furniture, files, and other workstation equipment.
Research and provide recommendations on vendors and cost-effective measures for acquiring equipment and services. Oversee the development and review of new and revised maintenance repair contracts and direct the development of multiyear equipment maintenance and replacement plans.
Act as liaison with OGS, landlords, contractors, and vendors for the negotiation and approval of lease documents and design specifications for HESC’s Albany and NYC office locations. Serve as agency representative for tenant work group for state agencies located at 99 Washington Avenue, Albany. Manage tenant alteration requests as needed.
Supervise HESC’s mailroom including the receipt, sorting and distribution of mail and packages, timely completion of courier services, and compliance with mailing regulations and guidelines.
Review and approve requests for office supplies; monitor inventory levels and approve supply requisitions.
Coordinate the transfer and disposal of surplus property with OGS.
Assist the Internal Controls Office in supporting HESC’s records management and retention program.
Oversee the provision of agency parking services and/or act as the liaison with OGS.
Assist in the development and oversight of building health and safety and building access. Oversee contracted security staff. May serve as a coordinator for a tenant safety organization.
Develop and maintain a system of approving, documenting, and tracking all chemical products; review, update and maintain material safety data sheets to reduce the environmental impact of office supplies.
Oversee the purchase, implementation, and maintenance, of automated external defibrillators; recruit trained operators and arrange training for new operators.
Develop and maintain emergency response plans and escape routes; participate in periodic review of emergency response plans and escape routes to ensure plans are maintained and updated as needed.
Oversee identification badge system, proximity card secured entry system, and visitor information. Serve as liaison for building access with building management.
In coordination with Human Resources, respond to employee or union concerns regarding health and safety such as assisting with ergonomic assessments; coordinate with appropriate in-house staff or external vendors to satisfactorily resolve building issues.
Ensure that appropriate security measures are included in new and modified facility plans, including reception services, and alarm and camera systems. Oversee contracted security staff at HESC and liaise with security staff engaged by building management.
Study and evaluate the organization for process improvements, including space planning, physical requirements and improvements, and analysis of hardware and equipment maintenance and replacement.
Review and update work instructions, job aids, policies, administrative and procedural manuals.
Oversee staff engaged in cataloguing, scanning, logging, reviewing documents and files related to the ongoing wind down of the Federal Family Education Loan Program (FFEL).
Research, identify, and make recommendations to further HESC’s participation in the GreenNY: State Purchasing and Operations initiative as detailed in Executive Order 22. Actions include engaging in environmentally preferable purchasing requirements, optimizing operations to increase energy efficiency and utilizing available GreenNY knowledge resources to continually engage in best practices.
Perform other duties as assigned.
Minimum Qualifications NY HELPS NON-COMPETITIVE MINIMUM QUALIFICATIONS:
Administrative Specialist Trainee 1: A bachelor's or higher degree.
Administrative Specialist Trainee 2: 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 1: 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.
COMPETITIVE MINIMUM QUALIFICATIONS:
• Open Competitive: bachelor's degree and completion of a two-year traineeship.
OR
• Candidates must be reachable for appointment on Current Civil Service Eligible List for this title.
OR
• Candidates must have one year of permanent competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section (i.e. 70.1, 70.4, 52.6) of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
Additional Comments 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 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. At the time of the next Cover-In action by Civil Service, 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.
Position may be filled at the Administrative Assistant 1 level or one within the Administrative Assistant Traineeship appointment levels. Appointment title will be dependent upon qualifications of candidate selected.
BENEFITS OF WORKING FOR NEW YORK STATE:
Generous benefits package, worth 65% of salary, including:
Holiday & Paid Time Off
Thirteen (13) paid holidays annually, plus two (2) floating holidays.
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 CSEA or PEF; up to eight (8) days of paid sick leave annually for M/C.
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.
PSLF: The Public Service Loan Forgiveness (PSLF) Program allows public service employees to have the remaining balance on direct loans forgiven after 120 qualifying payments are made under an accepted repayment plan while working full-time for an eligible employer. New York State is an eligible employer. More information is available at https://oer.ny.gov/public-service-loan-forgiveness.
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METHOD OF APPLICATION: Please submit a clear, concise cover letter and resume with updated contact information, to resumes@hesc.ny.gov by September 26, 2025. Please include the position title in the subject line of the email. Please articulate how you meet the minimum qualifications for this position.
Some positions may require additional credentials or a background check to verify your identity.
Name Higher Education Services Corporation
Email Address resumes@hesc.ny.gov
Address
Notes on ApplyingPlease submit a clear, concise cover letter and resume with updated contact information, to resumes@hesc.ny.gov by September 26, 2025. Please include the position title in the subject line of the email. Please articulate how you meet the minimum qualifications for this position.