Position Information

NY HELPNo

AgencyState Comptroller, Office of the

TitleSecretary 2, Item #07079

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $50565 to $63151 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address 110 State Street, 14th Floor

City Albany

StateNY

Zip Code12236

Job Specifics

Minimum Qualifications Interested candidates must be reachable on the Secretary 2 eligible list or eligible to transfer under Section 70.1 of the Civil Service Law.


70.1 Transfer:

Eligible candidates must have one year of permanent competitive service in a qualifying title allocated to a grade 13 or higher. If the candidate is not currently incumbering, or has not previously held a keyboard or secretarial title, the candidate will be required to take and pass a typing proficiency exam to qualify for transfer

Duties Description Provide Secretarial and Administrative Support to Counsel and Assistant Counsel to the Retirement System

* Schedule and maintain the Counsel and Assistant Counsel's calendar, focusing on priority matters; prepare appropriate meeting materials.

* Review and track Counsel and Assistant Counsel’s email and correspondence, and flag significant/VIP matters.

* Assist Counsel and Assistant Counsel with preparation of routine assignments, staff performance evaluations, unit reports, etc.

* Manage and maintain the Revolving Fund InterTrac database.

* File reports, memoranda, correspondence and other material used by legal bureau.

* Type correspondence, reports, memoranda and forms from handwritten notes, computer documents, emails or various computer programs utilized by the Retirement System.

* Advise on policies and systems to promote efficiency and use of Unit databases and other resources.

* Responsible for redaction of various documents in response to records request, Article 78, litigation and various other matters.

* Screen calls, greet visitors, and process incoming mail.

* Arrange for member and employer files to be sent to and retrieved from various storage facilities and other OSC bureaus.


Coordinate files in Civil Recoveries and Litigation matters

* Provide secretarial and administrative support in preparing files for litigation and civil recoveries matters.

* Set up and maintain litigation tracker and litigation files.

* Handle receipt and processing of incoming documents for service of process concerning litigation matters.

* With general direction and supervision by an attorney, handle various aspects of preparing documents to assist in the investigation and recovery of overpaid retirement benefits. This involves organizing files, preparing copies of various documents, preparing template letters for review, and reviewing documents.


Provide administrative and clerical support to other Retirement System attorneys

* Miscellaneous clerical duties included, but not limited to phone coverage, preparing unit attendance list, mailings, photocopying and/or scanning documents.

* Prepare and send mailings for attorneys.

* Collecting, tracking, and maintaining CLE credits earned by Retirement System attorneys.

* Arrange for member and employer files to be sent to and retrieved from various storage facilities and other OSC bureaus.

* Assist attorneys in organizing and reviewing simple power-of-attorney documents. Coordinate and utilize the power-of-attorney database to update and respond to inquiries.

* Assist attorneys in redaction of documents.


Coordinate Meetings, Conferences and Travel

* Work with Counsel and Assistant Counsel and staff to schedule meetings, plan conferences and/or staff attendance at conferences; coordinate travel arrangements, submit pre-approvals when necessary and prepare travel vouchers utilizing the e-Travel system.


Provide Backup Support to Secretary to Counsel to the Comptroller

* Serve as backup to Secretary to the Counsel to the Comptroller where coverage is required in her absence and/or on special projects assigned by the Counsel to the Comptroller.

* Provide secretarial and administrative assistance to Counsel to the Comptroller maintaining a good understanding of Counsel's needs.

Additional Comments KNOWLEDGE, SKILLS AND ABILITIES:

* Demonstrated technology proficiency in Outlook, Microsoft Office products (Word, Excel and Power Point).

* Familiarity with InterTrac.

* Demonstrated experience with maintaining a high degree of confidentiality.

* Knowledge of office and secretarial practices and procedures.

* Excellent written communication skills, including proper grammatical usage, punctuation and spelling.

* Excellent professional oral communication skills.

* Excellent interpersonal skills and ability to work collaboratively with others.

* Ability to present information to others, both individually and in group settings in a clear, concise manner.

* Ability to establish effective working relationships with a variety of people at all levels of the organization.

* Excellent customer service skills and experience, both in person and over the phone.

* Strong organizational skills and attention to detail.

* Ability to flourish in a fast paced environment that requires significant multi-tasking and changing priorities.

* Ability to understand and follow established policies and procedures.

* Ability to set priorities and manage deadlines.

* Flexible and willing to assist other offices/areas with coverage.

* Demonstrated ability to work independently and exercise good judgment in assessing necessary action.

* Reliable and dependable.

* Good time & attendance habits.

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

Contact Information

Name Jackie Carter

Telephone (518) 474-1924

Fax (518) 486-6723

Email Address recruit@osc.ny.gov

Address

Street Office of Human Resources

110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

 

Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.ny.gov no later than November 14, 2018. Please reference Item # 07079– GOER-JDC when responding.

When responding, please include the reference number and letters listed in this section. The VACANCY # should not be included.