Administrative Specialist 1/Trainee (NY HELPS)

Job Description

This position will provide administrative and travel-related support for a large OCFS Division with over 1,400 employees. This work will require an organized individual who enjoys working in a fast-paced environment as part of a team.
Responsibilities include but are not limited to the following:
• Function as Division Travel Coordinator to provide travel and expense support to staff, which includes assisting with questions and communicating travel and expense updates.
• Develop in-depth knowledge of agency policies, Business Services Center (BSC) Travel Policies and Guidelines and the Office of the State Comptroller's (OSC) Travel Manual and Guide to Financial Operations (GFO).
• Serve as proxy and enter employee travel expense reports in SFS.
• Run reports and perform various tracking in SFS and other systems.
• Monitor and administer shared mailbox for unit, which includes responding to questions concerning the operation of the unit or program area.
• Enter purchase requisitions in SFS.
• Provide guidance on best purchasing practices.
• Prepare cost/benefit analyses of goods and services and meet with vendors and contractors to discuss potential purchases.
• Resolve problems with vendors.
• Locate sources for goods and services.
• Collaborate with NYS Business Services Center (BSC), Office of the State Comptroller (OSC), and other external and internal agency stakeholders as necessary on purchasing, travel and other actions.
• Prepare and evaluate expenditures and other financial reports.
• Develop and implement record-keeping systems and controls.

Minimum Qualifications:
Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 or 52.6 transfer.
Open to the Public: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)*
Full Level: Six 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.
Trainee 2: Five 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.
Trainee 1: Four 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.
*Substitutions: A Bachelor's Degree may substitute for four years of experience. An Associate's Degree may substitute for two years of experience.

Requirements

Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 or 52.6 transfer.
Open to the Public: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)*
Full Level: Six 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.
Trainee 2: Five 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.
Trainee 1: Four 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.
*Substitutions: A Bachelor's Degree may substitute for four years of experience. An Associate's Degree may substitute for two years of experience.