Review Vacancy
AgencyState Comptroller, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $36523 to $44762 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Interested candidates must be currently reachable on the eligible list Secretary 1 or eligible to transfer under Section 70.1 the Civil Service Law.
70.1 Transfer:
To be eligible to transfer under Section 70.1 of the Civil Service Law, an individual must have one year of permanent competitive service in a qualifying title that is allocated to a salary grade 9 or above. If the candidate is not currently incumbering, or has not previously held a keyboard or secretarial title, the candidate will have to take and pass a typing proficiency exam to qualify for transfer.
Duties Description Assist with FOIL Freedom of Information Law) Requests
• Enter and process FOIL requests into InterTrac database received by fax, email, and letter. Requests vary from 10-20 per week or more and an open request can take a few days or few months to close.
• Contact OSC divisions for records requested through FOIL or refer requestor to correct state/federal/municipal department.
• Coordinate with Legal department and Executive Correspondence on releasing information received through by FOIL request.
• Maintain FOIL database: track requests, send correspondence, maintain/change status of requests as they go through the FOIL process.
• Create and edit FOIL letters used in correspondence with requestors; updates on the status of their request, clarification letters, response letters, money letters, first by time letter, second by time letters.
• Use email/phone to communicate with requestors about their requests and get additional clarification on a request.
Communications Office Duties:
• Gather/Copy/scan original and confidential documents/create CD files/redact confidential records as needed, coordinate with divisions on document retrieval and return
• Maintain hard copy FOIL files going back four years.
• Help to create new FOIL database.
• Train agency staff to use new FOIL database.
• Help trouble-shoot InterTrac database problems with MACROS.
• Answer FOIL questions from the public/direct inquiries.
• Delegate various FOIL duties (scan/copy/redaction) to other support staff.
Communications Office Duties:
• Copy-edit press releases, media advisories, audit reports, and other documents.
• Put together press briefing packets, press information binders for use in editorial boards and other informational briefings by Press Officers and the Comptroller using Adobe, Word, Excel.
• Answer the phone, direct press calls to press officers. Take detailed messages of press inquiries.
• Search local and national newspapers, TV, Radio, Blogs, utilizing press office media subscriptions on the Internet for stories regarding OSC and the comptroller.
• Distribute these “daily clips” using our NewsClips database to press officers, the Comptroller, and deputy heads of division for OSC.
• Maintain and organize the storage of current and previous years printed “daily clips”.
• Train new employees on “daily clips” process.
• Maintain Press Office inbox: distribute press inquiries as received, direct public inquiries to correct division or department.
• Send out press releases, media advisories, audit reports using InterTrac and media contact database to the media.
• Helped to design and will solely maintain Media Request database in InterTrac, similar to FOIL database, but used for requests directly from press entities for information ranging from salary inquiries to contracts. Similar methods explained above in my FOIL duties will also be used in maintaining this separate database including: communications/emails with division. Copy/scanning redacting materials as needed. Tracking requests and coordinating delivery of information materials (working with Excel spreadsheets, Word documents, paper documents like contracts).
• Back-up to the RFA database in InterTrac. This is an office approval system for various publications used by OSC to train staff, send news; including pamphlets, reports, etc.
• Copy/scan documents for press officers as needed.
• Set up conference calls for press officers and staff or other agencies.
• Set up meetings for press officers with staff or divisions.
• Maintain media-contacts database using InterTrac, which is a 3,000+ list of reporters, editors and other various news outlets.
• Update contact information for media-contact database: emails, addresses, phone numbers, duties and area of coverage for reporters and editors as well as government agencies and departments who receive press releases.
• Add new and delete old media contacts.
• Use Bacons Online Directory to verify media contact information. Call contacts or email contacts to verify their information.
• Organize media contacts into category and media type (newspaper, tv, radio, blogs etc.) This is used to provide pin-point communications for press officers and press releases.
• Assist communications staff with other tasks as needed, like tracking appointments and committee assignments, as well as, regularly checking website links
• General office duties
Additional Comments DESIRED COMPETENCIES:
Detailed oriented
Able to prioritize and handle multiple tasks
Strong organizational skills
Able to work in a team environment
Ability to maintain confidentiality
Excellent written and oral communication skills
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 May 2, 2014. Please reference #65-GOER-JFP when responding.
When responding, please include the reference number and letters listed in this section. The GOER ID # should not be included.