Position Information

NY HELPYes

AgencyCivil Service, Department of

TitleAdministrative Specialist 1 / Trainee 1 /Trainee 2

Occupational CategoryAdministrative or General Management

Salary GradeNS

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $53764 to $85138 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? Yes

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address Empire State Plaza, Agency Building 1

City Albany

StateNY

Zip Code12239

Job Specifics

Duties Description The Testing Services Division is responsible for the development, administration, evaluation, scoring and validation of civil service tests provided to State agencies and local jurisdictions to hire and promote employees. To better serve New Yorkers and make examinations more accessible and convenient for all, the Department is in the process of opening state operated computer-based testing centers and transforming the future of the examination program. This position will help play an important role in ensuring the success of this new approach to examinations.

The Test Administration Unit manages all arrangements for the administration of written and performance tests for State examinations, scheduling test centers Statewide and assigning candidates for a wide range of examinations on each test date to these test centers. This position requires working occasional Saturdays and evenings. The Administrative Specialist 1 is the unit supervisor of the Test Administration Unit, the person who provides leadership, organization, and focus for all work of the unit and who oversees the quality and timeliness of the unit’s work. The work of the unit is fast-paced and highly detailed. Accuracy and timeliness are essential.

The duties of this position include, but are not limited to, the following:
• Provides day-to-day supervision, direction, and technical support to the Test Administration Unit staff; directly supervises Office Assistant 3, and directly or indirectly supervises Office Assistants 1 and 2, and Program Aides assigned to the unit.
• Establishes unit goals and objectives and enforces unit, division, and Department deadlines and standards.
• Assigns and reviews staff work to ensure the completeness, accuracy, quality, efficiency, and timeliness of a wide variety of work transactions, processes, and reports.
• Interviews, hires, and trains new staff. Provides ongoing staff development for all unit staff.
• Evaluates staff and completes performance appraisals in a constructive and timely manner.
• Provides technical assistance and expertise on Test Administration Unit issues to staff from Department of Civil Service, Office of Information Technology Services, system and equipment vendors, and other supporting organizations.
• Documents Test Administration Unit policies and procedures. Identifies problems and opportunities for improvement in the processes, procedures, and outputs of the Test Administration Unit.
• Reviews requests for Reasonable Accommodation and Alternate Test Date arrangements, compiles a list of pre-rating review candidates, as well as alternate test date candidates to be sent to the review sites, and coordinates them with the Shipping Unit. Makes special test arrangements for candidates who file for exams in multiple jurisdictions and amends the appropriate reports accordingly.
• Interacts with many others, including Department staff, Test Center Supervisors, monitors who administer tests across the State, candidates, and members of the public, through phone calls and emails which are time sensitive, including availability to monitor on examination dates and assigning candidates to test centers. Follows up and responds to calls from monitors, Test Center Supervisors and Assistant Supervisors.
• Responds to a variety of written and oral requests; provides narrative and data reports as requested
• Performs related duties and tasks as assigned

Minimum Qualifications 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 may be 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, 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 with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
Administrative Specialist Trainee 1:
A bachelor's or higher degree*.

Administrative Specialist Trainee 2:
A bachelor's or higher 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.
Substitution: 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 or higher 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.
Substitution: A Juris Doctor, master's or higher degree* in a related field can substitute for one year of specialized experience.

REASSIGNMENT QUALIFICATIONS:
Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Administrative Specialist 1 or Administrative Specialist Trainee 1/Trainee 2, if less than one year, you must be currently reachable on the Public Administration Traineeship Transition (PATT) or the Professional Career Opportunities (PCO) eligible list for the Albany location if one exists.

COMPETITIVE QUALIFICATIONS:
You must be reachable on the current eligible list or eligible for transfer.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

52.6 TRANSFER QUALIFICATIONS:
One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

70.4 TRANSFER QUALIFICATIONS:
Current New York State employee with one year or more of permanent, contingent
permanent or 55B/C service in a position allocated to a Grade 12 or higher and who has
passed the Public Administration Traineeship Transition (PATT) exam or the Professional Career Opportunities (PCO) exam and has a bachelor’s degree* may be eligible for appointment.

Note: 70.4 candidates must NOT have failed the most recent PATT or PCO exam.

For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

SUBSEQUENT 55B/C QUALIFICATIONS:
A subsequent 55 B/C appointment may be considered if you have one year of permanent, contingent-permanent, or 55 B/C service in an eligible position allocated to Grade 12. To be considered, you must provide a copy of your letter of eligibility with your response.

55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.

You must meet the open competitive qualifications from the most recent examination announcement.

The open competitive minimum qualifications are:
Administrative Specialist Trainee 1:
A bachelor's or higher degree*.

Administrative Specialist Trainee 2:
A bachelor's or higher 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.
Substitution: 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 or higher 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.
Substitution: A Juris Doctor, master's or higher degree* in a related field can substitute for one year of specialized experience.

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized 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 and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.

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.

Additional Comments In addition to the regular work week, there is a possibility of evening and weekend hours.

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
Among its duties, the Department:
• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service 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 YourFutureBeginsHere@cs.ny.gov

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Corinne Slycord

Telephone 518-473-4306

Fax

Email Address YourFutureBeginsHere@cs.ny.gov

Address

Street Empire State Plaza, Agency Building #1

Floor #10 Office of Human Resources and Administrative Planning

City Albany

State NY

Zip Code 12239

 

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email.