Position Information

NY HELPNo

AgencyState, Department of

TitleCitizen Services Representative - Vacancy ID# 190810

Occupational CategoryAdministrative or General Management

Salary GradeNS

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $67119 to $83286 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 99 Washington Avenue

City Albany

StateNY

Zip Code12231

Job Specifics

Duties Description The Citizen Services Representative in the Executive Office of the Secretary of State, reporting to a Special Assistant, provides entry level professional administrative support to Executive Office staff

Specific duties include, but are not limited to the following:
• As part of an administrative support team, assist with administration of the Department’s Freedom of Information Law (FOIL) response program.
o Coordinate aspects of the request process, including, intake, tracking and program assignment/distribution, and use of professional judgement and discretion in the review of responsive record submissions.
o Assist with administering and maintaining the Department’s Open FOIL database, ensuring requests are properly assigned to appropriate DOS Divisions; responses are fully and properly vetted prior to distribution, and are appropriate and timely.
o Provide technical and programmatic guidance to DOS programs and divisions on FOIL policy, procedure, and protocols.
o Consult with agency FOIL Counsel, as appropriate, to interpret FOIL law and provide accurate and appropriate information and guidance on the FOIL process.
o Ensure users of the FOIL processing system are proficient users of software and systems, and respond to FOIL requests in an effective manner, including development of user documentation and training materials; provision of training to staff; and development and implementation of protocols and processes.
o Liaison with Executive Chamber FOIL staff, as well as DOS Executive Staff, to ensure policy directives and production goals are fully understood, conveyed to agency staff, and carried out as intended.
• Prepare and maintain various programmatic spreadsheets, reports and documents to fulfill requirements of the DOS Executive Office, and to comply with Executive Chamber directives and data/information needs.
• Perform special projects, as directed by Executive staff.
o Utilize research and analysis techniques to support assigned projects.
o Develop reports and written work products.
• Provide backup office support for Executive Staff to cover primary support staff absences and/or workload surges, including:
o Clerical, telephone, and administrative support coverage.
o Open, review, sort and distribute mail.
o Schedule and monitor meetings.
o Ensure telecommunication and video equipment, and systems are properly operating and communicate with BASS or OITS when maintenance, repair or replacement is required and assist Executive Staff in setting up and using such equipment upon request.

Minimum Qualifications Bachelor’s degree and two years of professional experience in administrative support or management of an office.

Substitutions: Four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.

If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

PREFERRED QUALIFICATIONS:
• Administrative experience within the C-Suite of an organization, within the executive office of a government agency, or within a law firm
• Experience administering and coordinating aspects of Freedom of Information Law (FOIL) requests and responses for a governmental agency
• Proficiency with MS Word, Excel and Outlook, and Adobe Pro
• Experience with Granicus software platforms
• Proficiency with web-based meeting and scheduling platforms, such as WebEx, MS Teams, and Zoom.

Additional Comments • Applicants should submit a resume and cover letter that clearly demonstrate how they meet the minimum or preferred qualifications for the position.
• Salary within the listed range will be commensurate with education and experience, and degree to which preferred qualifications are met.
• The Department of State 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 category protected by law.
• 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 HRM.Recruitment@dos.ny.gov
• For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
• NOTE ON TELECOMMUTING: Employees of the Department of State may apply to participate in the telecommuting program. If approved, an individual may telecommute for a maximum of 50% in accordance with the Department of State Telecommuting Program Guidelines.

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

How to Apply

Name Human Resources / ND

Telephone 518-474-2752

Fax 518-402-3656

Email Address HRM.Recruitment@dos.ny.gov

Address

Street 99 Washington Avenue

Suite 1150

City Albany

State NY

Zip Code 12231

 

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, resume, degree/transcript, and New York State Part 1 Application (https://dos.ny.gov/employment-opportunities) to HRM.Recruitment@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.