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

Duties Description

Under the direction of the Administrative Specialist 2, SG-23, the incumbent’s duties include but are not limited to:
• Assist in preparing and administering the annual budget and financial plan using the Budget Expenditure Tracking System and monitor expenditures for all funding sources.
• Manage the purchase of good and services to include requisitions, purchase orders, receiving reports, contracts, direct pay and all P-card purchases.
• Review Requests for Quotes and train staff on proper purchasing procedures. Oversee and assist with energy tracking.
• Approve purchases and requisitions using the Statewide Financial System.
• Supervise support staff within the Business Office in all aspects of purchasing and procurement.
• Monitor and track expenditures across various program accounts.
• Conduct orientation sessions and provide training for new employees.
• Support human resource functions, including workers’ compensation, employee benefits, and leave options.
• Perform other duties, as assigned.

Minimum 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:
A bachelor's or higher degree** AND either 1. One year of professional experience performing the duties of the full performance level position as indicated in the classification standard; OR 2. a Juris Doctor, master's or higher degree** in a field related to the position being filled.

Administrative Specialist 1, SG 18:

A bachelor's or higher degree** AND either 1. Two years of professional experience performing the duties of the full performance level position as indicated in the classification standard; OR 2. a Juris Doctor, master's or higher degree** in a field related to the position being filled AND one year of professional experience.

NOTE: At the agency’s discretion, advanced placement to the Trainee 2 or Journey level may be possible depending on education. Hiring agencies have discretion in determining whether a degree is related to the duties of the position.

**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.

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 a Administrative Specialist 1/Trainee 1/2; if you have less than one year, you must be reachable on the current Administrative Specialist 1/Trainee 1/2 eligible list for this location.

52.6 or 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/.

Additional Comments

OPERATING 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 be proficient with Microsoft Office including Excel and Word.
Must have working knowledge of State financial programs and databases, effective budgeting and finance practices including State Financial System (SFS) Budgets Overview and SFS Analytics.
Must possess strong organizational and communication skills.
Must be able to effectively supervise staff.

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 - $59994- $76,359
Administrative Specialist 1, SG-18 - $66,951 - $85,138

This position may require a background check prior to appointment.

Position specific job duties may include occasional altered work schedule or job assignments which require availability and willingness to work occasional evenings and/or out-stationed assignments.

BENEFITS:
Generous benefits package, worth approximately 65% of salary, including:
Paid Time Off:
• 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 Leave

To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx.

*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.

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

Closing Date/Time: 05/08/25

• 

• New York State Parks, Recreation & Historic Preservation

• 518-474-0453

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