Administrative Specialist 1 / Trainee 1 / 2 - NY HELPS

About the role

Serve as the primary liaison with the Division of Human Resources, providing direction to Command Staff on requests related to filling vacancies, canvassing, recruitment, selection, and appointment. Administer the hiring process for permanent and seasonal vacancies statewide, including the Assistant Forest Ranger (AFR) Program.

Responsibilities

• Compose and conduct eligible list canvasses and union-negotiated transfer canvasses.
• Compose and submit vacancy posting requests.
• Determine eligibility of interested candidates and assemble appointment packages.
• Schedule interviews, prepare and mail interview materials, and prepare evaluation forms for interview board members.
• Complete personnel transactions (HR2s) for all Division of Forest Protection (DFP) members statewide, including address changes, promotions, transfer awards, military and other leaves, and disciplinary settlements.
• Provide guidance to Division members statewide on health benefits, retirement, workers' compensation, and use of military and other leave benefits.
• Process updates to statewide member rosters on the division's in-house databases, including:
  • Divisional organization chart
  • Current staffing level chart
  • Current divisional district descriptions chart
  • Ranger supervisor telephone list
  • The Division of Criminal Justice's Acadis system
  • SharePoint
  • Outlook Address Books
  • OPP database
  • DEC's public website
  • Seniority rosters for all DFP police officer titles
• Manage performance evaluations for Central Office staff and process evaluations from the regions.
• Administer the forest ranger academy basic school hiring process, including canvassing candidates, recording progression through mandatory tests, and determining eligibility of recommended candidates.
• Serve as liaison to the Office of Communications for updates required on the DEC public website.
• Prepare and order plaques, certificates, and letters from the commissioner for retiring DFP personnel.
• Act as Building I.D. Coordinator and Building Maintenance Coordinator for the division.
• Supervise subordinate staff, including approving time-sheets, developing performance programs, maintaining IDPs, and completing performance evaluations.
• Complete special projects as requested.

Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the program, this title may be filled via a non-competitive appointment, meaning no examination is required, but all candidates must meet the minimum qualifications below.

Non-Competitive Qualifications

• Administrative Specialist Trainee 1: Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
• Administrative Specialist Trainee 2: Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
• Administrative Specialist 1: Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.

For all of the above, the following substitutions apply:

• An associate degree may substitute for two years of specialized experience.
• A bachelor's degree may substitute for four years of specialized experience.
• A master's degree may substitute for five years of specialized experience.
• A J.D. may substitute for six years of specialized experience.

Competitive Qualifications

• Reassignment: Currently in the title of Administrative Specialist 1 and an employee of DEC.
• Reinstatement Eligible: Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.
• Transfer Eligible: One year of permanent competitive service at Salary Grade 11 or higher AND either:
  • Eligible for transfer under Section 70.4: Must meet the open competitive minimum qualifications.
  • Eligible for transfer under Section 52.6: Must have current or prior permanent service in a title designated as 52.6 and within two salary grades of this position.
  • Eligible for transfer under Section 70.1: Permanent competitive service as an Administrative Specialist 1, Program Aide, Head Clerk, Legal Assistant 1 & 2 and Trainee 1, Office Assistant 3, Office Assistant 3 (Calculations), Secretary 1 & 2, Management Specialist 1, or any language parenthetic for the above titles.

Open Competitive Minimum Qualifications

(Provided for 55b/c candidates and 70.4 transfer eligible):

• Administrative Specialist Trainee 1: Four years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
• Administrative Specialist Trainee 2: Five years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.
• Administrative Specialist 1: Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program.

For all of the above, the following substitutions apply:

• An associate degree may substitute for two years of specialized experience.
• A bachelor's degree may substitute for four years of specialized experience.
• A master's degree may substitute for five years of specialized experience.
• A J.D. may substitute for six years of specialized experience.

55-b/55-c Candidates must include with their resume or application a copy of the letter from Civil Service indicating approval for the 55-b/55-c program.

Additional Information

• Must undergo a background investigation prior to appointment. Candidate will be responsible for fingerprint processing fees.
• Telecommuting may be available and will be discussed at the interview.

Benefits

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds

Pay

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.