Administrative & Records Support Specialist

New York State Police; City of Albany (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

New York State Police is seeking an administrative support specialist for the personnel unit to handle filing, data entry, scanning, and inbox monitoring. You will assist with project work and support records retention initiatives, including converting files to jackets and organizing offsite retrievals.

The role requires experience in office software, customer service, and business writing, with potential use of division vehicles for offsite records retrieval.

Qualifications

• One year in a Salary Grade 6 position or higher,
• OR
• High School Diploma and one year of experience in an administrative support role, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or management of an office.

Responsibilities

• Provide administrative support for the personnel unit, including filing, data entry, photocopying, scanning, monitoring shared inboxes, and assisting with specific projects.
• Support clerical processing and record maintenance tasks using word processing software, spreadsheets, database applications, and desktop publishing tools.
• Assist with special filing projects as needed, including converting recruitment files to personnel jackets and supporting records retention initiatives, such as relocating jackets to the Records Center and digitization of records.
• Prepare confidential personnel jacket requests, including immediate requests from internal units such as Division Counsel and the Professional Standards Bureau. This involves locating records in both electronic and physical formats and assembling complete and accurate jackets.
• Operating a Division vehicle may be required to retrieve records from offsite State Archives.
• Assist with maintaining electronic and physical employee personnel records in line with established standards for records retention, confidentiality, and security.
• Participate in training on records retention, records management procedures, the use of the Laserfiche or other electronic records system, confidentiality, and quality control standards.
• Assist in managing the division's electronic records system which includes preparing records for scanning, organizing and removing duplicate documents, and verifying the completeness of documents.
• Perform quality control reviews of scanned documents to confirm clarity, completeness, and accurate indexing.
• Perform additional duties as directed by supervisory staff.

Skills

Administrative support

Office software

Data entry

Customer service

Education

High School Diploma

Tools

Laserfiche

Word processing

Spreadsheets

Database applications

Job description

New York State Police is seeking an administrative support specialist for the personnel unit to handle filing, data entry, scanning, and inbox monitoring. You will assist with project work and support records retention initiatives, including converting files to jackets and organizing offsite retrievals.

The role requires experience in office software, customer service, and business writing, with potential use of division vehicles for offsite records retrieval.