Administrative specialist Jobs in New York, NY

Duties Description The Administrative Specialist 2, Grade 23, will report to the Administrative Officer 2, M-1, assigned to the Department’s New York City Office. The incumbent will be responsible for handling the Agency’s operational, personnel and support services in that location, as well as being responsible for the oversight of the same areas in the Long Island Office. Duties include, but are not limited to:
• Liaising with building management regarding maintenance, space planning and modification, and health and safety. Completing appropriate paperwork and following up as necessary.
• Liaising with building security in admitting visitors. Providing building security with names of expected visitors to place on approved admit list. Notifying building security in advance when large numbers of visitors are expected. Functioning as the Department contact for security when authorized visitors request admittance.
• Liaising with Department and ITS staff regarding IT and telecommunications issues. Conferring with Department staff and ITS to resolve issues.
• Providing support for Executive Office. Assisting Executive staff when in New York City with any administrative needs that they might have. Setting up meetings for Executive staff, including scheduling, room set up, and managing videoconferencing equipment.
• Providing human resource support for the New York City office, including initial contact for interviews, orientation and onboarding of new employees, and posting compliance documents. Demonstrating a professional demeanor during contacts with prospective employees.
• Assisting Human Resources Management with labor relations matters, including grievances, interrogations, and service of Notices of Discipline; working with the Chief Human Resources Officer to implement policies and procedures in accordance with union contracts.
• Handling mail delivery and courier services, including maintaining the Pitney Bowes machinery, processing mailings from Department staff, which requires delivering mail to the Post Office, receiving all Fed Ex and UPS mail, and signing for any certified mail delivered by the United States Postal Service.
• Accepting service of process such as subpoenas and summons as representative of the Public Service Commission.
• Obtaining office supplies and equipment for the New York City office, including ordering, receiving, and delivering, as well as timely maintenance of equipment. Ensuring supplies are adequately stocked and that special orders are processed on a timely basis. Making appropriate arrangements for delivery of equipment and furniture with building and vendors. Working with Finance and Budget for payment. Promptly contacting appropriate vendors when equipment servicing is needed.
• Overseeing ID card access for all Department staff at the New York City office, including adding IDs to the system and making temporary IDs available to new employees, visiting employees or employees who have forgotten to bring their IDs to work.
• Managing the parking permits assigned to staff by the New York City Department of Transportation, ensuring permits are assigned to staff appropriately and renewed annually.
• Responsible for Board Room schedule and associated aspects, such as audio/visual equipment and video/teleconferencing equipment and connections. Ensuring room is set up to meet the needs of each event.
• Overseeing administrative needs of the Long Island Office, including acting as a liaison with building landlord and staff.
• Acting as liaison with the Regional Greenhouse Gas Initiative (RGGI), which subleases space from the Department. Providing any needed tenant support to RGGI, working to resolve issues and, when needed, elevating issues to their supervisor.

Minimum Qualifications Transfer
Must be a current New York State Department of Public Service employee with one year or more of permanent, competitive service as an Administrative Specialist 2, Grade 23; OR current New York State employee with one year or more of permanent, competitive service or 55-b/c service in a qualifying title and eligible for transfer* under section 70.1 or 52.6 of the Civil Service Law.

Civil Service List
Candidates on the Administrative Specialist 2, Grade 23, promotion list have been canvassed and do not need to apply to this posting.