Administrative Specialist 1/Trainee 1/2 (NY HELPS) - Taconic - StateJobsNY : Job Details

The Administrative Specialist 1/Trainee 1/2 duties within the Taconic Region in Staatsburg will include but are not limited to the following:

• Work independently to update State Financial System (SFS) and Office of General Services (OGS) database for building inventory, including assisting with processing contracts, approving purchases and requisitions, managing purchases & reconciling statements in the (SFS)
• 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 goods and services to include requisitions, purchase orders, receiving reports, contracts, direct pay and all P-card purchases.
• Assist with operational and administrative support
• Oversee document management including the drafting, proofreading, editing, routing of executive documents, responses to public correspondence, etc.
• Manage databases, spreadsheets and reports maintained and produced by the region
• Support Taconic Region staff with travel, attending conferences, and payment arrangements.
• May supervise lower-level clerical, administrative and paraprofessional staff.
• Assist and prepare regional EO22 reporting requirements.
• Prepare, review, track and report regional as well as, facility level, revenue and attendance.

Perform Finance Functions as needed:

• Manage and assist with all of the Finance operations including: SFS, BETS, Budgets: NPS, SPIF, NHT, Enterprise and Retail, EO22, Utilities, Revenue & Attendance, Travel, POS, ROA and JVs, Concessions and Permits

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:

If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.

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***; 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***.

**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 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.

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

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

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:

If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information in your response, a representative from our office may contact you.

Operational Needs:

Travel required within the region to facilities and occasional statewide conferences

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.

Familiarity with statewide financial systems.

Experience with managing staff.

Notary public certification

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:

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