Job Description

Duties Description The Administrative Specialist 2, G-23 position will manage and direct the Administrative Services Unit in Office of Planning, Development & Community Infrastructure (OPDCI) to advance priorities and activities of OPDCI and ensure adequate and efficient support for OPDCl's Management, Programs, Divisions and staff. Specific duties will include:

• Establish and maintain professional and effective working relationships and communicate regularly with managers, supervisors, program staff and administrative staff to coordinate regarding needs, priorities and projects; exchange information; answer questions; provide assistance and advice, discuss problems and solutions, and discuss policies, procedure and/or work instruction requirements.
• Ensure continued and effective operational, administrative and clerical support of OPDCI, including satellite offices.
• Coordinate and/or monitor priority asks, which may include short deadlines, to ensure timely and accurate responses.
• Oversee the preparation of classification requests, ITF requests, and nomination memos, including justifications, duties descriptions and proposed organizational charts; ensuring appropriateness, adequate justification and management approval.
• Manage activities related to recruitment and onboarding to ensure effective and timely recruitments, and all milestones and deadlines are achieved.
• Assist with administration of NHT staffing contracts, including annual budget assessment and preparation, regular budget projections, purchasing of supplies and equipment, and coordinating approval of travel needs.
• Manage NHT recruitment activities such as reviewing staffing requests for alignment with priorities and budgets, completing NHT position request and hiring packages, advertising positions on employment website and social media, and coordination with NHT.
• Assist management and programs with determining and/or implementing current and future staffing needs, including preparation of organization chart scenarios.
• Administer the performance evaluation program for OPDCI, ensuring proper preparation, maintenance, distribution and tracking of documents.
• Oversee completion of FOIL requests and responses, Internal Controls documents, incoming correspondence, travel reimbursements, Travel/Training Request forms and Doc Prep Guides.
• Develop, maintain and evaluate office policies, procedures and workflow to control work activities and ensure they are consistent with program guidelines.
• Assist with financial planning and recordkeeping, and annual budget reviews or requests.
• Evaluate and approve purchasing requests in SFS, ensuring appropriateness and accuracy, adequate justification, and availability of funding.
• Prepare procurement and contract related documents, such as RFA, RFP, DPG, Single Source, etc.
• Coordinate purchasing and installation of equipment, software and maintenance.
• Coordinate regarding equipment, space and other needs for Albany and satellite offices.
• Plan for and arrange trainings and maintain staff records of staff compliance.
• Serve as the Human Resources and BASS liaison, regularly communicate to facilitate and coordinate staffing needs, status updates and approvals.
• Supervise Administrative Specialist 1 and other administrative staff by performing the full range of supervisory activities.
• Prepare high-quality Word documents, spreadsheets, powerpoints and reports.
• Other duties or special projects as assigned.

Minimum Qualifications Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-21 or higher and otherwise eligible for transfer under Civil Service Law. A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
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 HRM.Recruitment@dos.ny.gov.
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.
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.

Skills Required