New York State Department of Civil Service
Administrative Specialist 1, or Trainee 1 / Trainee 2
New York State Department of Civil Service, Cohoes, New York, United States
Administrative Specialist 1 / Trainee 1 / Trainee 2
New York State Department of Civil Service
Pay Range Base salary range: $56,655.00/yr – $83,286.00/yr (actual pay based on skills and experience)
Job Description Employee Health Service (EHS) is responsible for medical examination services, including pre‑employment, fitness‑for‑duty/return‑to‑work, and occupational health examinations for all New York State departments and agencies.
Health Service Nurses conduct occupational health screening and immunization services throughout the State.
The Administrative Specialist 1 position located at EHS in Cohoes, NY supports the administrative staff and professional staff, working with EHS leadership (Administrative Director, Assistant Director, Medical Director, Nursing Director).
The role oversees scheduling and front‑desk program areas and reports directly to the Assistant Administrative Director.
Responsibilities
Direct and coordinate all administrative oversight of the EHS clerical team responsible for scheduling all pre‑employment, occupational health, and agency referral (fitness‑for‑duty) evaluations.
Serve as the primary contact with customer agencies, coordinating services, resolving administrative issues, and ensuring timely completion of services that meet agency needs.
Coordinate all aspects of the physical/medical determination process for pre‑employment candidates, including participation in medical scope conferences for physical/medical standards, agency coordination for large groups of candidates, notification of EHS determinations, and conducting/ supervising physical agility testing.
Procurement & Supply Management – Create and submit Purchase Requests (PRs) for clerical, clinical, and psychological testing supplies, including vaccines, needles, and testing materials.
Assist the implementation and day‑to‑day operation of the EHS computer system focusing on data collection and input activities that support monthly billing and revenue collection.
Problem resolution and communication coordination regarding scheduling and medical review activities between EHS, other state agencies, candidates, and Department of Civil Service divisions.
Oversee the EHS storeroom, computerized inventory management system, and all inventory management and distribution activities.
Represent EHS administration on intra‑agency committees and interdepartmental meetings.
Coordinate special projects assigned by the EHS Administrative Director and Assistant Director.
Coordinate medical record releases.
Serve as EHS’s leader and representative on internal and multi‑agency LEAN initiatives.
Assist with requesting computer permissions, additions, deletions, and notifying ITS of computer issues.
Psychological Testing Management – Oversee MMPI testing, scheduling, chart management, and scanning; act as IT liaison for system setup and troubleshooting.
Submit IT tickets, coordinate technical troubleshooting, and ensure smooth system operations.
Cross‑Training & Collaboration – Work alongside Assistant Director to maintain operational efficiency.
Minimum Qualifications All applicants must meet the minimum qualifications for the title they are applying for.
The following qualifications apply to each title type.
Administrative Specialist Trainee 1
– Four 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; a bachelor’s degree for four years; a master’s for five years; a doctorate for six years.
Administrative Specialist Trainee 2
– Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program, with the same degree equivalency substitutions.
Administrative Specialist 1
– Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program, with the same degree equivalency substitutions.
Reassignment Qualifications
– Current Department of Civil Service employees with one year of permanent, contingent‑permanent, or 55 B/C service as an Administrative Specialist 1 or Trainee 1/2.
If less than one year, must be on the eligible list for Albany.
70.1 Transfer Qualifications
– One year of permanent, contingent‑permanent, or 55 B/C service at a Grade 11 or higher eligible for transfer and determined similar by Civil Service.
52.6 Transfer Qualifications
– One year of permanent, contingent‑permanent, or 55 B/C service at a Grade 11 or higher eligible for transfer and determined administrative.
70.4 Transfer Qualifications
– Current New York State employee with one year or more of permanent, contingent‑permanent, or 55 B/C service at a Grade 11 or higher who has passed the PCO exam and holds a bachelor’s degree.
70.4 candidates must have not failed the most recent PCO exam.
Subsequent 55 B/C Qualifications
– Consideration for a subsequent 55 B/C appointment requires one year of permanent, contingent‑permanent, or 55 B/C service in an eligible Grade 11 position and submission of a letter of eligibility.
55 B/C Qualifications
– Individuals certified eligible for the 55 B/C program under the Governor’s Program to Hire Persons/Veterans with Disabilities are considered upon submission of a letter of eligibility. Open Competitive Minimum Qualifications
– Must have a bachelor’s degree or higher (degree must be awarded by an accredited institution; foreign degrees require independent verification).
Candidates must disclose how they meet these qualifications in their resume.
Preferred Qualifications
Minimum five years of experience in Occupational Health or Employee Health Services.
Additional Comments #TeamCivilService is growing and is looking for motivated, forward‑thinking employees to build a dynamic workforce.
The Department is undertaking initiatives to transform service delivery to partner agencies and the public.
Employees receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State, serving approximately 150,000 employees.
Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce.
We lead and deliver world‑class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
The Department
Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
Assists municipal agencies with civil service administration of more than 360 000 local government employees.
Oversees the Governor’s Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs, and the New New York Leaders Initiative Student Intern Program (https://nysinternships.cs.ny.gov/nnyl/).
Note on Telecommuting DCS employees may be approved for a maximum of 50% telecommuting, but they must apply and obtain approval through management in accordance with the DCS Telecommuting Program Guidelines.
EEO Statement The Department of Civil Service is proud to be an equal‑opportunity employer.
We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign‑born residents, and veterans to apply.
We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other protected category.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need.
If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov.
Referral Notice Referrals increase your chances of interviewing at the New York State Department of Civil Service by 2×.
#J-18808-Ljbffr
Pay Range Base salary range: $56,655.00/yr – $83,286.00/yr (actual pay based on skills and experience)
Job Description Employee Health Service (EHS) is responsible for medical examination services, including pre‑employment, fitness‑for‑duty/return‑to‑work, and occupational health examinations for all New York State departments and agencies.
Health Service Nurses conduct occupational health screening and immunization services throughout the State.
The Administrative Specialist 1 position located at EHS in Cohoes, NY supports the administrative staff and professional staff, working with EHS leadership (Administrative Director, Assistant Director, Medical Director, Nursing Director).
The role oversees scheduling and front‑desk program areas and reports directly to the Assistant Administrative Director.
Responsibilities
Direct and coordinate all administrative oversight of the EHS clerical team responsible for scheduling all pre‑employment, occupational health, and agency referral (fitness‑for‑duty) evaluations.
Serve as the primary contact with customer agencies, coordinating services, resolving administrative issues, and ensuring timely completion of services that meet agency needs.
Coordinate all aspects of the physical/medical determination process for pre‑employment candidates, including participation in medical scope conferences for physical/medical standards, agency coordination for large groups of candidates, notification of EHS determinations, and conducting/ supervising physical agility testing.
Procurement & Supply Management – Create and submit Purchase Requests (PRs) for clerical, clinical, and psychological testing supplies, including vaccines, needles, and testing materials.
Assist the implementation and day‑to‑day operation of the EHS computer system focusing on data collection and input activities that support monthly billing and revenue collection.
Problem resolution and communication coordination regarding scheduling and medical review activities between EHS, other state agencies, candidates, and Department of Civil Service divisions.
Oversee the EHS storeroom, computerized inventory management system, and all inventory management and distribution activities.
Represent EHS administration on intra‑agency committees and interdepartmental meetings.
Coordinate special projects assigned by the EHS Administrative Director and Assistant Director.
Coordinate medical record releases.
Serve as EHS’s leader and representative on internal and multi‑agency LEAN initiatives.
Assist with requesting computer permissions, additions, deletions, and notifying ITS of computer issues.
Psychological Testing Management – Oversee MMPI testing, scheduling, chart management, and scanning; act as IT liaison for system setup and troubleshooting.
Submit IT tickets, coordinate technical troubleshooting, and ensure smooth system operations.
Cross‑Training & Collaboration – Work alongside Assistant Director to maintain operational efficiency.
Minimum Qualifications All applicants must meet the minimum qualifications for the title they are applying for.
The following qualifications apply to each title type.
Administrative Specialist Trainee 1
– Four 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; a bachelor’s degree for four years; a master’s for five years; a doctorate for six years.
Administrative Specialist Trainee 2
– Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program, with the same degree equivalency substitutions.
Administrative Specialist 1
– Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program, with the same degree equivalency substitutions.
Reassignment Qualifications
– Current Department of Civil Service employees with one year of permanent, contingent‑permanent, or 55 B/C service as an Administrative Specialist 1 or Trainee 1/2.
If less than one year, must be on the eligible list for Albany.
70.1 Transfer Qualifications
– One year of permanent, contingent‑permanent, or 55 B/C service at a Grade 11 or higher eligible for transfer and determined similar by Civil Service.
52.6 Transfer Qualifications
– One year of permanent, contingent‑permanent, or 55 B/C service at a Grade 11 or higher eligible for transfer and determined administrative.
70.4 Transfer Qualifications
– Current New York State employee with one year or more of permanent, contingent‑permanent, or 55 B/C service at a Grade 11 or higher who has passed the PCO exam and holds a bachelor’s degree.
70.4 candidates must have not failed the most recent PCO exam.
Subsequent 55 B/C Qualifications
– Consideration for a subsequent 55 B/C appointment requires one year of permanent, contingent‑permanent, or 55 B/C service in an eligible Grade 11 position and submission of a letter of eligibility.
55 B/C Qualifications
– Individuals certified eligible for the 55 B/C program under the Governor’s Program to Hire Persons/Veterans with Disabilities are considered upon submission of a letter of eligibility. Open Competitive Minimum Qualifications
– Must have a bachelor’s degree or higher (degree must be awarded by an accredited institution; foreign degrees require independent verification).
Candidates must disclose how they meet these qualifications in their resume.
Preferred Qualifications
Minimum five years of experience in Occupational Health or Employee Health Services.
Additional Comments #TeamCivilService is growing and is looking for motivated, forward‑thinking employees to build a dynamic workforce.
The Department is undertaking initiatives to transform service delivery to partner agencies and the public.
Employees receive a comprehensive benefits package.
The Department of Civil Service is the central personnel agency for the Executive Branch of New York State, serving approximately 150,000 employees.
Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce.
We lead and deliver world‑class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.
The Department
Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
Assists municipal agencies with civil service administration of more than 360 000 local government employees.
Oversees the Governor’s Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs, and the New New York Leaders Initiative Student Intern Program (https://nysinternships.cs.ny.gov/nnyl/).
Note on Telecommuting DCS employees may be approved for a maximum of 50% telecommuting, but they must apply and obtain approval through management in accordance with the DCS Telecommuting Program Guidelines.
EEO Statement The Department of Civil Service is proud to be an equal‑opportunity employer.
We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign‑born residents, and veterans to apply.
We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other protected category.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need.
If you have a disability or special need that requires accommodation, please send a request to YourFutureBeginsHere@cs.ny.gov.
Referral Notice Referrals increase your chances of interviewing at the New York State Department of Civil Service by 2×.
#J-18808-Ljbffr