Administrative Specialist 1/Trainee 1/2 (NY HELPS) -Division of Law Enforcement

Job Description

The incumbent of the Administrative Specialist 1, G-18, position will be assigned to the Division of Law Enforcement, Police Headquarters, Albany. The incumbent will report directly to Administrative Specialist 2, SG-23 and will provide professional administrative and staff support to the Division of Law Enforcement statewide. The Administrative Specialist 1 will be responsible for managing and facilitating a wide variety of administrative duties and activities such as budgeting, personnel, purchasing, accounts payable, contracts and grants administration, revenue reconciliation, travel, business services and ancillary duties as appropriate.
• Performs backup duties for the Administrative Specialist 2 in all matters of fiscal management.
• Assist with authorization and approval of all purchase requisitions within the Division to procure needed items and services.
• Reconciles invoices and provides required documentation to Finance Bureau for reimbursement.
• Assists with authorizations of P-Cards and Travel Cards for sworn members and generates reports in SFS, SFS Analytics, and BETS when necessary.
• Assists in approval, tracking and monitoring of outstanding P-Card and travel expenses as well as purchase orders.
• Prepares P-Card reconciliations, approves transactions and conducts expenditure audits.
• Assists in preparation of requisitions for new police vehicles, ATVs, snowmobiles, UTVs, trailers, boats, and drones. Tracks monthly fuel charges.
• Assists with managing, tracking and processing incoming reimbursements from vendors or various security details throughout the State, such as film, TV or commercial shoots to marathons, bike races, car shows and concerts.
• Reconciles invoices and provides required documentation to Business Office or reimbursement.
• Supervises Program Aide, SG-13 who administers various state and federal projects in specific grant program areas including Governor's Traffic Safety Committee (GTSC) and Department of Homeland Security and Emergency Services (DHSES)
• Under the Administrative Specialist 2 assist with all aspects and tasks related to Candidate Processing for the Park Police Officer Trainee position
• Oversee Statewide recruitment to coordinate between Division Headquarters, HR, Public Affairs and Park Police zones. Responsible for webpage updates and shared mailboxes.
• Supervises other lower-level staff as appropriate.
• Performs other tasks as assigned.

Minimum Qualifications:
There are Civil Service eligible lists for this title which 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 State 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:
Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
Substitution:
An associate's degree may be substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Administrative Specialist Trainee 2; NS EQ to SG 16:
Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
Substitution:
An associate's degree may be substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Administrative Specialist 1, SG-18:
Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
Substitution:
An associate's degree may be substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Your degree must have been awarded by a college or university accredited by a regional, national, or specialist 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.
Hiring agencies have discretion in determining whether a degree is related to the duties of the position.
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.
If verifiable, we will accept and prorate appropriate part-time and volunteer experience.
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 1/2; if you have less than one year, you must be reachable on the current civil service eligible list for this location.
Subsequent 55-b/c appointments 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/cms/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 title 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.

Requirements

There are Civil Service eligible lists for this title which 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 State 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:
Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
Substitution:
An associate's degree may be substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Administrative Specialist Trainee 2; NS EQ to SG 16:
Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
Substitution:
An associate's degree may be substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Administrative Specialist 1, SG-18:
Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
Substitution:
An associate's degree may be substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Your degree must have been awarded by a college or university accredited by a regional, national, or specialist 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.
Hiring agencies have discretion in determining whether a degree is related to the duties of the position.
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.
If verifiable, we will accept and prorate appropriate part-time and volunteer experience.
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 1/2; if you have less than one year, you must be reachable on the current civil service eligible list for this location.
Subsequent 55-b/c appointments 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/cms/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 title 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.