Administrative Specialist

Position: Administrative Specialist 1
Duties Description The New York State Office for People With Developmental Disabilities (OPWDD) is seeking to fill an Administrative Specialist 1 position to provide administrative support to the Deputy Commissioner of the Division of Administration (DA) and other leadership roles within the Division. The Division is divided into three distinct centers as follows:
Center for Property Support and Emergency Services, Center for Statewide Human Resources and the Center for Workforce Operations and Strategy. The Division is responsible for all talent acquisition, training, HR policy and operations, labor relations, data reporting and analytics, property support, emergency preparedness, safety and security, facilities planning and capital
services. The responsibilities of the Administrative Specialist 1 may include, but are not limited to:

• Serve as high level administrative support for the Deputy Commissioner, Associate Commissioner and other leadership positions as needed.

• Candidate must be flexible and willing to adapt to changing priorities.

• Prepare agendas, meeting materials, presentations, and record comprehensive meeting minutes.

• Assist in preparing the annual Division staffing plan as well as take a lead role in coordination of an annual in person retreat.

• Provide complex and confidential administrative support for the Division and serve as a liaison with other administrative roles throughout the agency.

• Responsible for the creation, editing and vetting of high-level documents that range from correspondence materials to spreadsheets and have solid SharePoint and MS Teams skills. Additionally, the candidate should be eager to learn new tools to assist with the workflow.

• Demonstrate exceptional communication skills and appropriate judgment.

• Exercise good judgment and problem-solving skills, anticipate and act on the needs of the Division and take initiative in and act on the needs of the Division and take initiative in analyzing, designing, and providing solutions.

• Oversee the maintenance of various electronic files, policies and procedures, databases, materials, supplies or equipment.

• Compose correspondence, organizational charts, charts, graphs and presentations that can be complex in nature, including support materials as necessary.

• Be proactive in identifying and communicating errors, omissions or discrepancies in correspondence and division documents.

• Develop, manage, and maintain filing systems, both electronic and hard copy, as necessary.

• Regularly monitor documents with deadlines and compile information from a variety of resources into various reports efficiently and effectively.

• Organize and manage projects with limited instruction including planning, coordinating, executing, and providing updates about the status of work.

Linked In:

#LI-TK9

Minimum Qualifications OPEN COMPETITIVE:
The position may be filled at the Administrative Specialist Trainee 1 level equated to SG-14, Administrative Specialist Trainee 2 level equated to SG-16, or full performance Administrative Specialist 1 SG-18, based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship.

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.

Substitutions:
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.

COMPETITIVE:
Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

TRANSFER:
Candidates must have one…