Administrative Specialist 1 (Hourly)

New York State Justice Center for the Protection of People with Special Needs; Delmar (NY); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Holiday & Paid Time Off

Public Service Loan Forgiveness (PSLF)

Pension from New York State Employees’

Affordable Health Care options

Family dental and vision benefits

NYS Deferred Compensation plan

Access to NY 529 College Savings Plan

Job summary

The New York State Justice Center for the Protection of People with Special Needs is seeking an Hourly Administrative Specialist 1 to support the Agency’s Procurement group under direct supervision. Duties include reviewing budget-approved purchase requests, researching vendors, developing procurement records, filing documents, and entering requisitions in the Statewide Financial System.

The role emphasizes customer service to staff and vendors and participation in meetings and trainings to grow

Qualifications

• Successful completion of the two-year traineeship leads to appointment as an Administrative Specialist 1 (hourly), equated SG-18.
• 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 (hourly), equated SG-18: 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.

Responsibilities

• Assist with the review and processing of Budget-approved purchase requests while following state purchasing priority requirements to obtain any necessary quotes.
• When directed, research Preferred Source, Centralized Contract, and open market vendor products or services & solutions that could satisfy an agency-identified form, function, and utility, and present the findings for consideration.
• Help develop and maintain procurement record documents to support each procurement/purchase.
• File documents in the agency’s secure Purchasing electronic filing location for easy access for future purchase/payment questions or audit.
• Assist with entering information into the Statewide Financial System (SFS) to generate requisitions and Purchase Orders for vendors. Request PO Change Notices in FileNet when directed.
• Provide good customer service and support to agency program and budget staff, other agencies, and vendors that have issues, questions, requests, need assistance or guidance, etc; which may occur in-person, over the phone, or via email.
• Monitor a shared Purchasing email box for items requiring attention to ensure communication is timely and effective.
• Attend meetings regarding Procurement/Purchasing status, specific projects, and Agency finance matters as directed.
• Take trainings and attend forums/meetings that will add to general overall knowledge of the agency, the State, and the work specific to Procurement; and
• Other procurement projects/special requests as assigned.

Skills

Budget management

Human resources

Procurement

Office administration

Communication

Education

Associate degree substitution for 2 years of experience

Bachelor’s degree substitution for 4 years of experience

Master’s degree substitution for 5 years of experience

Doctorate substitution for 6 years of experience

Tools

SFS (Statewide Financial System)

FileNet

Electronic filing system

Job description

Duties Description

Hourly Administrative Specialist 1

Under the direct supervision of a Contract Management Specialist 2, the candidate will perform various administrative tasks required of the Agency’s Procurement group.

Duties to include, but not be limited to:

• Assist with the review and processing of Budget-approved purchase requests while following state purchasing priority requirements to obtain any necessary quotes;
• When directed, research Preferred Source, Centralized Contract, and open market vendor products or services & solutions that could satisfy an agency-identified form, function, and utility, and present the findings for consideration;
• Help develop and maintain procurement record documents to support each procurement/purchase;
• File documents in the agency’s secure Purchasing electronic filing location for easy access for future purchase/payment questions or audit;
• Assist with entering information into the Statewide Financial System (SFS) to generate requisitions and Purchase Orders for vendors. Request PO Change Notices in FileNet when directed;
• Provide good customer service and support to agency program and budget staff, other agencies, and vendors that have issues, questions, requests, need assistance or guidance, etc; which may occur in-person, over the phone, or via email;
• Monitor a shared Purchasing email box for items requiring attention to ensure communication is timely and effective;
• Attend meetings regarding Procurement/Purchasing status, specific projects, and Agency finance matters as directed;
• Take trainings and attend forums/meetings that will add to general overall knowledge of the agency, the State, and the work specific to Procurement; and
• Other procurement projects/special requests as assigned.

Minimum Qualifications

• Successful completion of the two-year traineeship leads to appointment as an Administrative Specialist 1 (hourly), equated SG-18.

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 (hourly), equated SG-18: 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.

Additional Comments

Established in 2013 by the Protection with Special Needs Act; The New York State Justice Center for the Protection of People with Special Needs (Justice Center) is charged with protecting over one million New Yorkers under the care or jurisdiction across six State Oversight Agencies. https://www.justicecenter.ny.gov/

We offer a comprehensive benefits package, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 College Savings Program

Please note that specific benefits and programs may vary based on negotiating unit, current contract, and length of State service.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the Justice Center’s Telecommuting Program Guidelines.

NOTE ON FINGERPRINTING: Please be advised that should you accept a job offer with this agency, you may be required to be fingerprinted and pay for the cost of the fingerprinting fee.

The New York State Justice Center for the Protection of People with Special Needs is an equal opportunity/affirmative action employer. Our agency does not discriminate based upon age, race, creed/religion, color, national origin, sexual orientation, gender identity or expression, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, prior arrest or conviction record, citizenship/immigration status, or any other applicable legally protected characteristics. The Justice Center is committed to creating and sustaining a culture of inclusion while continuing to build a diverse workforce. Our agency seeks candidates dedicated to working in and contributing to an environment of inclusion that affirms and celebrates the backgrounds, learned and lived experiences, whole identities, and individual perspectives of our staff.

The New York State Justice Center for the Protection of People with Special Needs (Justice Center) provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Office of Human Resources via email at [e-mail]