NY HELP Yes
Agency Insurance Fund, State
Title Administrative Specialist Trainee 1 - NY HELPS
Occupational Category Administrative or General Management
Salary Grade 14
Bargaining Unit PS&T - Professional, Scientific, and Technical (PEF)
Salary Range From $53764 to $68630 Annually
Employment Type Full-Time
Appointment Type Permanent
Jurisdictional Class Competitive Class
Travel Percentage 10%
Workweek Mon-Fri
Hours Per Week 37.5
Workday
From 8 AM
To 5 PM
Flextime allowed? No
Mandatory overtime? No
Compressed workweek allowed? No
Telecommuting allowed? Yes
County Monroe
Street Address 100 Chestnut Street, Suite 400
City Rochester
State NY
Zip Code 14604
Duties Description Duties Description:The Administrative Specialist 1/Trainee 1/2 will provide essential clerical, administrative, and program support under the direction of the Emergency Management Coordinator to ensure the effective operation of emergency management, business continuity, and preparedness initiatives.Responsibilities include, but are not limited to:- Provide general administrative support to the Emergency Management Coordinator and program staff.- Draft routine correspondence, emails, meeting agendas, and basic reports related to emergency management and continuity planning.- Maintain calendars, schedule meetings, and coordinate logistics for emergency preparedness meetings, training, and exercises.- Assist with preparation of presentation materials, handouts, and reference documents.- Maintain organized electronic and paper filing systems for emergency plans, procedures, contact lists, and after-action reports.- Track deadlines and assist with compiling materials for leadership review.- Assist with drafting, formatting, and updating emergency response plans, continuity of operations (COOP) plans, and related procedures based on direction and guidance from supervisory staff.- Help maintain emergency contact lists, notification rosters, call-down lists, and distribution lists to ensure accuracy.- Support coordination of emergency preparedness drills and exercises by assisting with scheduling, attendance tracking, and documentation of outcomes.- Assist with compiling feedback, notes, and summaries from exercises, drills, and incidents for review by the Emergency Management Coordinator.- Help distribute emergency preparedness guidance and awareness materials to staff.- Assist with initiating and tracking purchase requisitions and orders in Oracle in accordance with agency procurement policies.- Help prepare documentation for purchases related to emergency preparedness supplies, equipment, training materials, and services.- Track purchase status, deliveries, and basic inventory records for emergency management-related items.- Assist with reconciling invoices, receiving documentation, and resolving routine procurement issues by coordinating with Finance, Purchasing, and vendors.- Maintain procurement records and supporting documentation for audits and reporting purposes.- Use Excel to maintain tracking logs for training completion, plan updates, equipment inventories, and procurement activity.
Minimum Qualifications Minimum Qualifications:For appointment via NY HELPs:- Four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program. Associate degree may substitute for two years of specialized experience; bachelor's degree or higher may substitute for four years of specialized experience.For competitive appointment:- List appointment: Reachable on current Civil Service eligible list for this title.- Transfer: Current New York State employee with one year of permanent competitive class service in a title eligible for transfer under Section 70.1 or Section 52.6 of Civil Service Law. Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades. Eligible titles for transfer include, but are not limited to: Administrative Assistant 1, Office Assistant 3, Program Aide, Claims Services Representative Trainee 1. - Reinstatement: Candidates who have held Administrative Specialist Trainee 1 title, or a transferable title, may be eligible for consideration for reinstatement.For 55b/55c Program appointment:- This position may be designated 55 b/c and is subject to verification of applicant eligibility. For more information on this program, please visit the 55b/c Recruitment Resources Center.Please be advised that the New York State Insurance Fund (NYSIF) does not offer sponsorship for employment visas to employees or potential employees. Candidates sponsored for employment by an organization should be aware of their sponsorship status and the relevant expiration date(s) of that sponsorship before applying to this position. NYSIF is not currently enrolled in eVerify, which is a requirement for certain @types of employment verifications.
Additional Comments Additional Comments: For candidates new to NYS, the starting salary for this position will be the bottom of the range displayed and is not subject to negotiation. For candidates that are current NYS employees, salaries are calculated in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.Fringe Benefits: - Competitive compensation- Future career growth potential - Open and supportive team-based environment- Plentiful vacation, personal, and sick time off- Paid state and federal holidays- Affordable health insurance plans- Dental and vision benefits provided at no additional cost- Retirement options- Public Student Loan Forgiveness (PSLF)- Possibility of telecommuting, flextime, and Alternative Work Schedules (AWS)NY HELPS Program: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 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.About NYSIF:For more information about NYSIF, including our mission, commitment to diversity, equity, and inclusion, and efforts to fulfill Executive Order 31, please visit www.nysif.com. If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please send an email to NYSIF's Reasonable Accommodations mailbox at ra@nysif.com.
Some positions may require additional credentials or a background check to verify your identity.
Name Kayla Burns
Telephone
Fax (518) 437-1618
Email Address hr@nysif.com
Address
Street PO Box 66699
City Albany
State NY
Zip Code 12206
Notes on Applying Please submit resume and cover letter to hr@nysif.com, referencing the Vacancy ID number in your subject line.
