Administrative Specialist 1/ Trainee 1-2 (NY HELPS), Vacancy ID# - StateJobsNY : Job Details

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 (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 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. 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. Or a Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. 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. Or a Juris Doctor, master's or higher degree in a related field can substitute for one year of specialized experience. COMPETITIVE MINIMUM QUALIFICATIONS: Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-11 or higher and otherwise eligible for transfer under Civil Service Law. . 55 B/C APPOINTMENT: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55b/c eligibility letter along with their application. * *A bachelor's or higher degree. 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: • Knowledge and/or experience with the State Financial System (SFS) • NYS Purchasing and Accounts payable knowledge • NYS credit card processing knowledge Duties Description The Administrative Specialist 1, Trainee 1/2 duties in the Fiscal Division at Department of State (DOS) include but are not limited to: • Review and approve purchase requisitions for unit and department staff. • Oversee payment records to ensure timely processing. • Work with managers, vendors, and Department staff to ensure services and commodities are correct and propose and implement solutions as needed. • Utilize DOS Purchase Card to pay invoices and use State Financial System (SFS) to reconcile all transactions timely. • Coordinate with managers and Bureau of Administrative Support Services (BASS) to ensure Department postage and shipping accounts are paid timely and expenses are noted to be journaled to other funding as appropriate. • Review hard copy and electronic invoices for correct payment and proper authorization. • Supervise, support and train unit staff, while considering internal controls and separation of duties. • Periodically review files including P-Card statements and documentation to ensure they are organized properly; nothing is missing, and documentation can be retrieved easily for audit or other inquiries. • Maintain excellent communication with managers, support staff, and other entities to ensure processes are adhered to and sufficient. Additional Comments The Department of State 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 [email protected]. Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) ###-#### or via email at [email protected]. NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines. Some positions may require additional credentials or a background check to verify your identity. Name Deirdre Kelly Telephone 518-###-#### Fax 518-###-#### Email Address [email protected] Address Street 99 Washington Ave Suite 1150 City Albany State NY Zip Code 12231 Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, resume, and New York State Part 1 Application ( to [email protected]. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.