Administrative Specialist 1/Trainee 1/2 - Albany (NY HELPS)

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Review Vacancy

Date Posted 09/23/26

Applications Due10/07/26

Vacancy ID225528

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NY HELPYes

AgencyLabor, Department of

TitleAdministrative Specialist 1/Trainee 1/2 - Albany (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $56183 to $88970 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 1220 Washington Avenue

Harriman State Office Campus, Building 12

City Albany

StateNY

Zip Code12226

Duties Description The Administrative Specialist plays a pivotal role in supporting the Technology & Innovation Division by delivering high-level administrative, personnel, and business services. This position is instrumental in maintaining seamless daily operations, which includes organizing meetings and streamlining administrative processes, facilitating procurement and travel paperwork, and coordinating hiring activities. Additionally, the specialist is responsible for safeguarding confidential information and ensuring strict adherence to agency policies, thereby fostering a secure and efficient work environment.

____

Responsibilities

Administrative Operations & Office Support

• Provide comprehensive administrative support to ensure efficient daily operations of the division.
• Schedule and coordinate meetings, appointments, and conference calls; ensure agendas, materials, and room bookings are prepared.
• Manage office supply inventory; process requisitions and reconcile orders accurately.
• Maintain accurate logs and records in systems such as Salesforce and other required tracking tools.
• Keep entries in Project Sunlight up to date in accordance with division expectations.

Business Services, Procurement & Travel Documentation

• Process, submit, and track administrative and procurement requests in systems such as SFS, including preparing and routing travel authorization and expense documentation for Deputy Commissioner and Director travel in accordance with agency policies.
• Maintain accurate documentation for purchasing, supply orders, and administrative transactions.

Human Resources & Personnel Support

• Assist in personnel hiring processes, including canvassing candidates, scheduling interviews, and coordinating required documentation.
• Support processing GA77s and other hiring documentation, ensuring accuracy and compliance.
• Complete personnel transactions for new hires and maintain working knowledge of HR liaison responsibilities.

Compliance, Confidentiality & Record Management

• Uphold the highest standards of confidentiality and data security across all administrative duties.
• Strictly adhere to the DOL Employee Code of Conduct, Employee Guidebook, and relevant policy/procedure and guidance documents-especially those concerning data privacy and confidentiality.
• Handle sensitive information (e.g., personnel records, financial information, strategic plans) with discretion; securely store and dispose of confidential documents and electronic data according to established protocols.

Reporting & Process Improvement

• Run and distribute administrative/operational reports as needed to support program functions.
• Support change initiatives aimed at improving efficiency and effectiveness of work processes.
• Collaborate with colleagues and managers to identify opportunities for enhancement and implement improved methods or processes.

Preferred Qualifications

• Proven experience in an administrative or executive assistant role.
• Exceptional attention to detail, organizational ability, and time management skills.
• Ability to manage multiple priorities and deadlines with a calm, solutions oriented approach.
• Ability to handle confidential information with discretion, professionalism, and sound judgment.
• Ability to work independently with minimal supervision, exercising sound judgment and proactive problem solving.
• Strong interpersonal skills with a professional demeanor.
• Ability to initiate and maintain relationships across a diverse set of stakeholders.

Additional Duties Include:

• Participate in change in organizational transformations, ensuring successful adoption and alignment with strategic objectives
• Engage in technology and innovation by leveraging emerging technologies to optimize processes and enhance customer experiences
• Proactively manage relationships with key stakeholders internally and externally
• Think strategically about current and future organizational needs
• Adapt to shifting priorities
• Participate in the comprehensive process of implementing changes, ensuring smooth transitions, effective communication, and minimal disruption
• Proactively identify, address, and resolve conflicts to foster constructive dialogue and a productive, collaborative work environment
• Analyze issues, make sound judgments, and implement effective solutions to drive positive outcomes
• Proactively identify potential challenges and identify preventative solutions
• Take part in team collaboration and achieve agency objectives
• Effectively convey information, ideas, and expectations to diverse audiences through various channels, ensuring clarity and understanding
• Foster an inclusive and equitable environment that values and leverages the strengths of a diverse workforce
• Ensure exceptional customer service by proactively addressing needs and expectations
• Demonstrate self-awareness and empathy to effectively manage relationships, build trust, and foster productive interactions
• Uphold the highest standards of ethical conduct and professional integrity in all actions and decisions
• Maintain and apply an understanding of relevant technologies and digital tools to optimize performance and drive innovation

Minimum Qualifications 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, if they meet the below NY HELPS minimum qualifications.

Administrative Specialist Trainee 1 - A bachelors or higher degree.

or

You must be a qualified employee of New York State and have had permanent competitive or 55-b/55-c service in a clerical/keyboarding/secretarial title or administrative paraprofessional title allocated to a G-8 or higher. A comprehensive list of qualifying titles is available at:

https://www.cs.ny.gov/examannouncements/announcements/00500qualifying.cfm. Only the titles listed are qualifying for these examinations.

Administrative Specialist Trainee 2 - A bachelors degree and one year of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.

Administrative Specialist 1 - A bachelors degree and two years of professional experience providing administrative and staff support to executives, program managers and staff, boards, or commissions by overseeing budget, human resources, and business services activities for an organization or program.

It is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status in the future, without having to compete in an examination. Employees will then be afforded all of 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.

Note: It is essential that you describe your qualifying education and/or experience as completely as possible on your application; your application should describe in detail the kind of service and information you provide to the general public. Omissions or vagueness may not be interpreted in your favor. Additionally, in accordance with Civil Service Law, provisional service immediately prior to a permanent appointment to this title is now credited towards the completion of probation upon permanent appointment.

A review of your state history is needed, if you meet any of the below Permanent Competitive qualifications. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information via email, a representative from our office will contact you via phone.

Reassignment:

Current Department of Labor employees only, with at least one year of permanent, contingent-permanent, or 55b/c service in a/an Administrative Specialist 1 if you have less than one year, you must be reachable on the current Administrative Specialist 1 eligible list for this location, if one exists.

55 B/C Qualifications:

This position is designated 55b/c and is subject to verification of applicant eligibility. Please provide a copy of your 55b/c letter when applying. You must meet the open competitive qualifications from the most recent examination announcement.

70.1 Transfer Qualifications:

One year of permanent or contingent-permanent as a Grade 11 or higher determined to be similar by Civil Service.

52.6 Transfer Qualifications:

Current New York State employee with one year or more permanent, contingent-permanent or 55b/c service in a position allocated to a Grade 11 or higher and deemed Administrative by the Department of Civil Service may be eligible for transfer under section 52.6 of the Civil Service Law.

70.4 Transfer Qualifications:

Current New York State employee with one year or more of permanent, contingent-permanent or 55b/c service in a position allocated to a Grade 11 or higher and deemed Administrative and who has passed the PCO or PATT exam and has a bachelor's degree may be eligible for appointment.

Additional Comments Candidates with no previous state service will begin at the starting rate of the salary range listed above.

If you are a current NYS employee and have questions regarding salary, please contact the Business Services Center (BSC): 518-457-4272, BSCHR@ogs.ny.gov.

Telecommuting is available and can be discussed during the interview.

NYS Department of Labor does not participate in E-Verify and does not sponsor visa applications.

Employment at the Department of Labor is contingent upon the maintenance of a valid work authorization and necessary documentation to work legally in the United States.

Please note: Due to operational requirements and funding considerations of various divisions/positions, there could be occasions in the future where unit assignments may change. Should this occur, it will not impact your title, salary or location.

We offer a comprehensive benefits package, including:

• 13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year
• Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage).
• Choice of several affordable and competitive health insurance plans
• Dental and vision insurance plans at no additional cost
• Membership in the NYS Employee's Retirement System
• NYS Deferred Compensation Investment Plan
• Eligibility to apply for Public Service Loan Forgiveness (PSLF) (full-time employees)
• Eligibility to apply for tuition reimbursement for qualifying employees and courses
• Paid Parental Leave

Our mission is to provide outstanding services to our customers-the workers and business that call New York home. We help New Yorkers find careers they will love. We build and support New York's businesses. We empower and protect New York's workers. To learn more about our mission and the exciting work of the DOL, please visit: https://dol.ny.gov/about-us

DOL is committed to fostering employee engagement and work-life balance. We offer telecommuting and alternative work schedules to eligible employees. Eligible employees may be approved to telecommute, if operationally feasible, up to 2 days per regular work-week, and not to exceed 4 days per two-week pay period. Telecommuting can be discussed at the time of interview. Our exciting training and development opportunities, including Coursera and our formal Employee Recognition Program allow us to develop, recognize, and celebrate our workforce.

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

Some positions may require additional credentials or a background check to verify your identity.

Name Leo Trippen

Telephone 518-457-1020

Fax EFax: 5184742871@fax.ny.gov

Email Address YourDOLJourneyIsHere@labor.ny.gov

Address

Street Harriman State Office Campus, Building 12

Room 561

City Albany

State NY

Zip Code 12226

Notes on ApplyingQualified candidates should copy the below web address into your browser to complete the online application for the Department of Labor.

https://on.ny.gov/apply2dol

Vacancy: 225528

Title: Administrative Specialist 1/Trainee 1/2 - Albany (NY HELPS)

Location: Albany

Please submit a resume and cover letter demonstrating how you meet the minimum

qualifications, including specific experience with dates. It is essential to clearly describe qualifying education and experience when applying; vague or incomplete information may lead to disqualification.

Unofficial transcripts and/or other documents will be required for certain positions as indicated in the minimum qualifications.

All documents must be received by: October 7th, 2026

Upload all documents as unlocked and accessible files.

If experiencing difficulties with the above link, please contact:

YourDOLJourneyisHere@labor.ny.gov

Candidates from diverse backgrounds are encouraged to apply. Department of Labor is an Equal Opportunity/Affirmative Action Employer committed to ensuring equal opportunity for persons with disabilities and workplace diversity.

New York State (NYS) is an equal opportunity/affirmative action employer. NYS Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, carrier status, gender identity or prior conviction records, or prior arrests, youthful offender adjudications or sealed records unless based on a bona fide occupational qualification or other exception.

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 contact: Department of Labor, Attn: Director, Office of Diversity, Equity, Inclusion, and Access (ODEIA), Building 12, Albany, NY 12226 (Phone (518) 457-1984 and/or fax (518) 485-2575.)

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