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AgencyParks, Recreation & Historic Preservation, Office of
TitleAdministrative Specialist 1/Trainee 1/2 (NY HELPS) - Capital
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Appointment Type Contingent Permanent
Duties Description The Administrative Specialist 1 position will report directly to the Capital Facilities Manager 2 and work closely with staff in office, coordinate administrative workflow across the Long Island Capital team, and coordinate necessary tasks with the agency staff in Albany.
Duties include, but are not limited to:
• Provide comprehensive administrative support to the Capital Facilities Manager 2, Capital Facilities Manager 1, and the Long Island/Capital District team.
• Schedule and coordinate calendars and meetings, prepare project tracking logs and
databases, and assist in the preparation of contract-reporter notices and procurement
documentation.
• Process purchase orders, direct pays, Visa card reconciliations, receiving receipts in SFS, track COAs/PRC requests, and maintain audit-ready fiscal records.
• Manage administrative operations, HR onboarding process and coordinate with central HR all steps in hiring of new staff, procure and control department supply inventories, and ensure timely and accurate documentation to support compliance with DOH, OSC, SHPO, and DOB requirements.
• Administrative tasks, such as RFQ procurement, fiscal tracking, vendor payments, and employee onboarding, traveling and credit cards support and related documents and payments processing.
• Act as liaison for regional support staff and Albany support staff.
• Other duties as appropriate.
Minimum Qualifications If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for reinstatement or appointment by one of the following qualifications:
NY HELPS or 55-b/c Qualifications:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
To be considered for appointment through NY HELPS, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
For appointment to Administrative Specialist Trainee 1 (equated to SG-14) you must have:
• A bachelor's degree or higher; OR
• An associate’s degree AND two (2) years of qualifying experience*; OR
• Four (4) years of qualifying experience*.
For appointment to Administrative Specialist Trainee 2 (equated to SG-16) you must have:
• A master’s degree or higher; OR
• A bachelor’s degree AND one (1) year of qualifying experience*; OR
• An associate’s degree AND three (3) years of qualifying experience*; OR
• Five (5) years of qualifying experience*.
For appointment to Administrative Specialist 1 (full journey level, SG-18) you must have:
• A doctorate; OR
• A master’s degree AND one (1) year of qualifying experience*; OR
• A bachelor’s degree AND two (2) years of qualifying experience*; OR
• An associate’s degree AND four (4) years of qualifying experience*; OR
• Six (6) years of qualifying experience*.
*Qualifying experience for Administrative Specialist 1 & Trainees:
Performing or overseeing budget, human resources, and business services activities for an organization or program. Professional experience must be performing the duties of the full performance level position.
Note: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.
52.6 Transfer Qualifications:
At least one year of permanent or contingent-permanent qualifying service in a 52.6 title allocated to a Salary Grade 16 or above (Grade 11 or above for the Trainee 1, 12 above for the Trainee 2). The service must be in a title that Civil Service has deemed transfer eligible to the position.
70.1 Transfer Qualifications:
At least one year of permanent or contingent-permanent qualifying service in a 70.1 title allocated to a salary grade 16 or above (11 or above for the Trainee 1, 12 or above for a Trainee 2). The service must be in a title that Civil Service has deemed transfer eligible to the position.
70.4 Transfer Qualifications:
At least one year of permanent or contingent-permanent qualifying service as a Grade 11 or higher, a bachelor’s degree** or higher, and a passing score on the Professional Career Opportunities (PCO) exam or PATT Note: Candidates must not have failed the most recent examination for this title.
Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.
For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
Reassignment Qualifications: Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as an Administrative Specialist 1/Administrative Specialist Trainee 1/2; if you have less than one year, you must be reachable on the current Administrative Specialist 1/Trainee 1 eligible list for this location.
Subsequent 55-b/c Qualifications: A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.
Additional Comments Operational Needs:
• Experience with Microsoft Office, including Word, Excel, and Outlook preferred.
Benefits:
The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to:
Paid Time Off:
• PEF: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.
• PEF: Three (3) days of professional leave annually to participate in professional development.
Health Care Benefits:
• Eligible employees and dependents can pick from a variety of affordable health insurance programs.
• Family dental and vision benefits at no additional cost.
Additional Benefits:
• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• Paid Parental / Family Leave
To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx.
Depending on each applicant's experience and/or current salary if employed by New York State already, the appointment may be made to the Administrative Specialist Trainee 1, Administrative Specialist Trainee 2, or the Administrative Specialist 1 titles. It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume.
Included below is a breakdown of the salary at each level of the traineeship:
• Administrative Specialist Trainee 1, SG 14: ($53,764-$68,630)
• Administrative Specialist Trainee 2, SG 16: ($59,994-$76,359)
• Administrative Specialist 1, SG 18: ($66,951-$85,138)
NY HELPS PROGRAM:
For the duration of the NY HELPS Program, this title may be filled via a permanent 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 (within one year of permanent appointment), 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 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.
Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective June 12, 2025 or later will be addressed with a subsequent cover-in.
Appointees who work in Suffolk County will receive an additional $4,000 annual downstate adjustment.
Some positions may require additional credentials or a background check to verify your identity.
Email Address employment@parks.ny.gov
Address
Street NYS Office of Parks, Recreation and Historic Preservation
625 Broadway
Notes on ApplyingIf you feel you meet the minimum qualifications and the agency’s operating needs, and are interested in being considered for this vacancy, you can submit a written resume and cover letter which clearly demonstrates how they meet the minimum qualifications for the position. In addition, please provide a copy of transcripts if applicable.
These documents must be submitted via email to employment@parks.ny.gov. You must include “Vacancy ID: XXX - Admin Spec 1” in the subject line of your email. Failure to do so may result in not being considered for the position.
It is the responsibility of each applicant to accurately describe their experience and demonstrate that they meet the minimum qualifications and agency operating needs.
If you have previous or current employment at a NYS agency, to be considered for this position, a review of your state history is needed. 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 in your response, a representative from our office may contact you.