Administrative Specialist 1/Trainee 1/2 (NY HELPS) - Babylon

New York State

  • New York City, NY
  • $53,764-85,138 per year
  • Permanent
  • Full-time
  • 5 days ago
  • Apply easily
Duties Description The Administrative Specialist 1/Trainee 1/2 duties within the Business Innovation Bureau (BIB) in Long Island will include but are not limited to the following:
  • Provide assistance and staff services to the Director and supervisors as needed.
  • Conduct Plan To Procedure (PTP) standardization & coordination: coordinate with facilities or bureaus and Finance for PTP submission. Track all incoming requests and follow through to completion/fulfillment.
  • Assist in planning of the bureau's budget and financial plans, including coordination of various program areas, summaries of needs, and recommendations. Maintains financial records for the bureau.
  • Coordinate monthly recurring fees such as connectivity/internet for facilities
  • Assist in the procurement of standard networking supplies (racks, cables, etc.) associated with Connectivity projects.
  • Assist with management, tracking, and analysis of various lists for new and ongoing initiatives
  • Order office supplies and schedule maintenance and repair of office equipment and complete the purchase order/procurement logs.
  • Monitor the progress of requisitions to purchase orders and coordinate any additional paperwork needed to process in a timely manner.
  • Serve as a Travel Proxy. Make travel arrangements, prepare travel vouchers, supporting documentation, coordinate PCard/Travel Reconciliation purchases and submit travel reports
  • Assist supervisors during the hiring process, prepare correspondence on job descriptions/request to fill justifications, coordinate and schedule interviews, draft responses, and track applications; and assist with onboarding new employees.
  • Serve as Intranet and SharePoint focal by updating outdated info and contact information, restructuring content presentation, reworking processes, and uploading new standard forms and processes.
  • Create correspondence, documents, and records; review outgoing correspondence for clarity, content, and proper grammar.
  • Schedule meetings.
  • Assist in coordination of outreach to facilities
Minimum Qualifications If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for reinstatement or appointment by one of the following qualifications:NY HELPS or 55-b/c Qualifications:This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*To be considered for appointment through NY HELPS, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:Administrative Specialist Trainee 1, Non-Statutory (NS) Equated (EQ) to Salary Grade (SG) 14:A bachelor's or higher degree**.If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications in your application and at your interview.The advanced placement qualifications are:Administrative Specialist Trainee 2, NS EQ SG 16:Either 1. A bachelor's or higher degree** AND one year of professional experience ***;
OR
2. a Juris Doctor, master's or higher degree in a field related to the position being filled **Administrative Specialist 1, SG 18:Either 1. A bachelor's or higher degree** AND two years of professional experience***; OR2. a Juris Doctor, master's or higher degree in a field related to the position being filled** AND one year of professional experience***.**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 or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.***Professional experience must be performing the duties of the full performance level position. Hiring agencies have discretion in determining whether a degree is related to the duties of the position.If you are a veteran or an individual with a disability and would like to apply for the Department of Civil Service's 55-b/c Program, please visit https://www.cs.ny.gov/rp55/ for more information.Reassignment Qualifications:Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as an Administrative Specialist 1/Administrative Specialist Trainee 1/2; if you have less than one year, you must be reachable on the current Administrative Specialist 1/Trainee 1 eligible list for this location.Subsequent 55-b/c Qualifications:A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.52.6 Transfer Qualifications:At least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position.Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.70.1 Transfer Qualifications:At least one year of permanent or contingent-permanent qualifying service as a Grade 11 or higher. The service must be in a title that Civil Service has deemed transfer eligible to the position.Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.70.4 Transfer Qualifications:At least one year of permanent or contingent-permanent qualifying service as a Grade 12 or higher, a bachelor's degree** or higher, and a passing score on the Professional Career Opportunities (PCO) exam for the Administrative Specialist 1/Trainee 1. Note: Candidates must not have failed the most recent examination for this title.Additional Comments Operational Needs:
  • Must possess and maintain a valid driver's license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.
  • Must have experience with Microsoft Office, including Word, Excel, and Outlook.
Benefits:The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to:Paid Time Off:
  • PEF: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.
  • PEF: 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)
  • Paid Parental / Family Leave
To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx.Additional location pay is available for the following counties: Bronx, Kings, Nassau, NYC-Manhattan, Queens, Richmond, Rockland, Suffolk, and Westchester, Dutchess, Orange, and Putnam.This position may require a background check and/or medical exam prior to appointment.Depending on each applicant's experience and/or current salary if employed by New York State already, the appointment may be made to the Administrative Specialist Trainee 1, Administrative Specialist Trainee 2, or the Administrative Specialist 1 titles. Included below is a breakdown of the salary at each level of the traineeship:
  • Administrative Specialist Trainee 1, SG 14: ($53,764-$68,630)
  • Administrative Specialist Trainee 2, SG 16: ($59,994-$76,359)
  • Administrative Specialist 1, SG 18: ($66,951-$85,138)
Note: For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.*NY HELPS PROGRAM:For the duration of the NY HELPS Program, this title may be filled via a permanent 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.Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.Some positions may require additional credentials or a background check to verify your identity.

New York State