Administrative Specialist 1/Trainee 1-2 (NY HELPS) Vacancy ID# 224788

About the role

Under the direction of the Chief Administrative Officer, the Administrative Specialist 1 provides executive level administrative support in the Executive Office of the Secretary of State, working with administrative divisions on initiatives, recruitment, procurement, budget, records management, and other duties as assigned.

Responsibilities

• Provides executive level administrative support to the Chief Administrative Officer and the Deputy for Administration, including managing scheduling, coordinating executive initiatives, and other administrative duties as assigned.
• Works with Administrative Divisions to complete critical initiatives including recruitment, purchasing, procurement, and facility support for division staff.
• Provides recruitment support to Executive and Administrative divisions, assisting with development of critical positions, recruitment and nomination processes.
• Initiates, prepares, and submits the Intent to Fill (ITF) document to fill vacancies based on division needs or reviews requests/justifications to fill vacancies and determines if they are in accordance with approved staffing plan.
• Arranges and assists in scheduling interviews, gathering of NYS Part 1 Applications, interview questions, and Hire/Select memo.
• Provides necessary documentation to Human Resources to process hiring and promotions accurately and efficiently.
• Prepares job descriptions, justifications, and organizational charts to support classification requests.
• Maintains Division Organizational charts, updating them as staff is onboarded, promoted, or separated.
• Provides support to Administrative Divisions related to FOIL requests and records management and disposition.
• Assists with preparation of procurements (RFA/RFPs) and related draft contracts to assist with grant and contractor procurement.
• Assists with records of performance programs and evaluations for current and new staff; ensures completion is timely and submitted to Human Resources.
• Assists with annual budget review and requests, as well as grant applications and modifications in support of operations and/or special projects.
• Works with Division/organizational leadership to review state and federal funding availability to support the Consumer Protection and Utility Intervention Unit mission and tasks.

Requirements

Non‑competitive appointment (NY HELPS): Six years of experience performing or overseeing budget, human resources, or business services activities for an organization or program (Administrative Specialist 1 level). Substitutions: associate degree = 2 years, bachelor’s = 4 years, master’s = 5 years, doctorate = 6 years of experience. Candidates must meet any open competitive minimum qualifications and, if applicable, submit a current 55B/C eligibility letter.

Competitive appointment: Must be reachable on the appropriate Civil Service eligible list; or have one year of permanent, contingent permanent, or 55‑B/C service in a title SG‑11 or higher and otherwise eligible for transfer under Civil Service Law.

Preferred Qualifications

• Experience in a professional office providing support and assisting with high‑level administrative transactions.
• Knowledge of New York State government administrative rules and procedures.
• Experience with scheduling, coordinating, and participating in complex projects with tight timeframes.
• Excellent writing skills.