Administrative Specialist 1, Administrative Specialist Trainee 1, (NY HELPS), (Bronx), Box OSEA-346/45052

The New York State Education Department’s (NYSED) Office of Special Education and ACCES (OSEA) is seeking candidates for an Administrative Specialist 1 position in the VR Bronx District Office. Under the supervision of the Regional Business Manager and District Office Manager, major responsibilities of this position include, but are not limited to, the following:

• Oversee and supervise the Finance Unit to ensure proper processing of voucher payments, contract payments, and transportation payments;
• Implement internal controls and ensure fiscal accountability with internal stakeholders and service providers;
• Act as the liaison for the District Office with other NYSED departments such as Facilities Management and Fiscal Management;
• Oversight of the office’s building maintenance needs through interactions with landlords, payment of utilities, and other transactions; and
• Serve as key user for the SFS travel process;
• Manage purchases of supplies, equipment, furniture and postage; reconcile utility bills oversee equipment maintenance contracts and handle surplus equipment disposal;
• Participate in the recruitment and interview process for the office support staff;
• Collaborating with vendors and Bronx staff to process vendor requests;
• Supervise support staff, delegate tasks, ensure compliance with SED time and attendance rules, and assess staff performance, providing guidance for improvement when necessary;
• Provide operational support to the Bronx District office with procurement of goods and services for the participants including Vehicle and Home modifications, and assisting with Self-employment tools and equipment purchases;
• Perform additional duties 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 (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 with 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:

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

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

*An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

All candidates that have taken and passed the most recent Professional Career Opportunities (PCO) exam are encouraged to apply.

Competitive Minimum Qualifications:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Administrative Specialist

1.

Eligible List Appointment: Candidates must be reachable on the Professional Career Opportunities (PCO), PCO-Diversity, or Public Administration Traineeship Transition Program (PATT) eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.

Section 70.1 Transfer to Administrative Specialist 1: Candidates must have one year of permanent competitive or 55b/c service in a title salary grade 16 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Specialist Trainee 1: Candidates must have one year of permanent competitive or 55b/c service in a title salary grade 11 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.4 Transfer to Administrative Specialist Trainee 1: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Administrative Specialist Trainee 1 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title salary grade 12 or higher AND have standing on the Public Administration Trainee Transition (PATT) or the Professional Career Opportunities (PCO) eligible list AND possess a bachelor’s degree.

Section 70.4 Transfer to Administrative Specialist 1: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Administrative Specialist 1 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title salary grade 16 or higher AND have standing on the Public Administration Trainee Transition (PATT) or the Professional Career Opportunities (PCO) eligible list AND possess a bachelor’s degree.

Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated salary grade 16 or higher eligible to transfer under Section 52.6 of the Civil Service Law.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and the following minimum qualifications:

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

*An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

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.