Review Vacancy
AgencyState Comptroller, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $42729 to $53366 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Two years of satisfactory secretarial experience OR satisfactory
completion of a two-year course in secretarial science from a
business school registered with NYS Education Department or
from a NYS Community or technical institute recognized by
the NYS Education Department as following acceptable
Education practices OR a satisfactory combination of the
above qualifications.
Please Note: Flextime and Compressed workweek will be considered after completion of probation.
Duties Description Under the general direction of the Director, Office of Human Resources, the incumbent will perform a wide variety of program activities to support the Director of Human Resources and the Office of Human Resources.
The incumbent will exercise independent judgment in completing assigned tasks and will be responsible for the following duties:
Administrative Support
• Performs all general secretarial duties for the Director of Human Resources.
• Schedules a large volume of appointments/meetings, prepares folders and materials for meetings.
• Maintains Director’s daybook as well as to-do list and follows up, as appropriate.
• Responsible for making training/conference travel arrangements for Director or other Executives as needed and processes final expense/travel vouchers.
• Screens the Director’s mail, both hard copy and email, and routes/forwards/deletes accordingly.
• Executes, at the Director’s request, appropriate direction, action and/or information to staff/team member, and follows up as necessary.
• Creates and types a variety of correspondence such as meeting minutes, reports, PowerPoint presentations, Excel spreadsheets, charts, etc.
• Drafts correspondence for the Director’s review to be sent out with his signature.
• Works closely with the Labor Relations Unit, assists with preparation and action items of Quarterly Labor/Management meetings, and acts as a backup to the Unit when necessary.
• Works with the Assistant Comptroller’s assistant to follow-up on pending assignments and preparing Director and Assistant Comptroller for their weekly issues meetings.
• Works with Deputy Comptroller’s Assistant to follow-up on pending assignments. Tracks staff assignments and executive correspondence requiring the Director’s and Deputy Comptroller’s attention. Works in partnership with Deputy Comptroller’s assistant, performing all secretarial duties and providing backup, as necessary.
General Office Support
• Prepares Budget Director Approval (BDA) form for Deputy Comptroller’s review and signature. The BDA is then submitted through NYSTEP and ultimately sent the Division of Budget (DOB).
• Maintains and updates the Exempt Report, Exempt Roster-Vacancies and Transaction Pending Log spreadsheets. Provides to Deputy Comptroller and management biweekly.
• Orders yearly calendars for OHR staff.
• Utilizes office voucher system to make office purchases, and schedule webinars and teleconferences, upon approval from the Deputy Comptroller.
• Reviews and forwards approved 2266’s to appropriate OHR staff.
• Provides support to the team leader of the Personnel Liaisons. Manager of the Team Room, schedules meetings, prepares agendas and follows up on action items.
• Updates and maintains OHR Emergency Contact List (InterTrac). Provides employee information to management as needed or requested.
• Updates and maintains the OHR phone list.
• Collects electronic time sheets from the Director’s direct reports and reviews them for accuracy. Submit to Director for final approval.
• Provides back-up assistance to the OHR Receptionist when necessary.
Customer Support
• Assists the Receptionist in preparing Personal History Files (PHF) for review by employees and approves the placement or removal of documents in individual PHF’s.
• Works with the Civil Service Helpdesk to provide OSC staff with NYSTEP access.
• Answers a large volume of incoming calls and assists customers with questions in the Director’s absence or forwards as appropriate.
Additional Comments Proficient in MS Suite
- Able to work independently
- Able to prioritize and handle multiple tasks
- Excellent written and oral communication skills
- Ability to listen and comprehend information in order to
compose written material
- Ability to anticipate the needs of Executive staff
- Strong organizational skills
- Able to work in a team environment
- Self-motivated
- Strong Interpersonal skills
- Ability to maintain confidentiality
- Good time and attendance habits
Some positions may require additional credentials or a background check to verify your identity.
Email Address recruit@osc.state.ny.us
Address
Street Office of Human Resources
110 State Street
Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.state.ny.us no later than April 25, 2014. Please reference #1258-GOER-jfp when responding.
When responding, please include the reference number and letters listed in this section. The GOER ID # should not be included.