Location: Albany,NY, USA
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 maybe 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: •Experience with DEIA programming and fundamentals. •Experience in office management, administration, and coordination. •Experience with purchasing and procurement. •Experience in recruitment and hiring. •Experience with meeting and event planning. •Experience preparing reports, tracking information, and drafting professional correspondence. •Proficiency with office related software, including Outlook, Webex, Zoom, and Microsoft Office applications. Duties Description The Administrative Specialist 1, Trainee 1/2 duties in Diversity, Equity, Inclusion, & Accessibility (DEIA) will include but are not limited to the following: •Liaise with assigned Division and Administration Staff (HR, Fiscal, Administrative Support Services: to complete critical initiatives including but not limited to recruitment, purchasing, procurement, DEIA even planning/reporting, and administrative support for DEIA staff. •Assist with preparation of procurements (Purchase Requisitions/RFA/RFPs/RFQs etc.) and related draft documents to assist with procurement of consultants, commodities, etc. •Maintain records of performance programs and evaluations for current and new staff; ensure completion of such is timely and submitted to Human Resources. •Work with Division/organizational leadership to prepare, review, and analyze annual plans, reports, and other documents in support of DEIA initiatives, and make recommendations on programmatic initiatives. •Assist with annual requests for funding for DEIA initiatives, as well as develop scope documents in support of operations and special projects. •Initiate, prepare, and submit Intent to Fill (ITF) documents to fill vacancies based on the needs of the office, and/or review requests/justifications to fill vacancies and determine if they are in accordance with approved staffing plan. •Arrange and assist in scheduling interviews, gathering of NYS Part 1 Applications, and preparing interview questions and Hire/Select memos. •Provide necessary documentation to Human Resources to process hiring and promotions accurately and efficiently. •Prepare job descriptions, justifications, and organizational charts to support classification requests; maintain organizational charts and update as staff is onboarded, promoted, or separated. •Coordinate, collaborate and sometimes lead in the development of shared filing system for DEIA related documents, publications, and research. •Schedule, plan and host we based meetings and virtual and in-person webinar/upskill/professional development events. •Prepare grant application and other funding request outlines; manage version control and tracking. •Draft professional correspondence, including memos, letters & email. •Track, monitor and support DEIA program, event, and interagency collaborative goals. 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 ...@dos.ny.gov. 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 ...@oer.ny.gov. 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 Raelynn Creech Telephone 518-###-#### Fax 518-###-#### Email Address ...@dos.ny.gov 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 ...@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.