Review Vacancy
AgencyState Comptroller, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $46697 to $56567 Annually
Appointment Type Contingent Permanent
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:
Individual 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 have to take and pass a typing proficiency exam to qualify for transfer.
Duties Description • Responding to questions from local officials and taxpayers and providing assistance, as appropriate. Referring technical calls to the appropriate staff members.
• Reviewing incoming correspondence and refer it to the appropriate staff member.
• Preparing correspondence, reports and other documents needed by the staff.
• Reviewing outgoing reports and correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy and conformance to instructions. Insures that appropriate materials are attached, if applicable
• Preparing confirmation letters to banks, taxpayers, CEO’s and CFO’s of municipalities, etc., confirming financial transactions and payments
• Creating letters and setting up meetings with local officials or taxpayers when requested
• Assembling and organizing materials and information to prepare for upcoming audits
• Maintaining files of documents related to Local Government Units.
• Functioning as liaison between the NYS Retirement System and the Justice Court Fund in obtaining critical information relevant to the audit
• Scheduling interviews for potential new employees, checking references, preparing and sending related correspondence and processing new employee paperwork.
• Purchasing office supplies within regional office budget allocation. Responsible for using the VISA procurement card, in accordance with Department guidelines, to purchase supplies, equipment and conference and training needs. Preparing and submitting the monthly transaction reports to our Finance Office.
• Arranging meetings, training or conferences; assembling and coordinating materials. As requested, attending such meetings and preparing a summary of the meeting’s conclusions or agreed upon courses of action. Maintaining meeting, training and conference calendars.
• Designing and maintaining files (including electronic) of correspondence and other documents. Maintaining confidential information and periodically purging obsolete material in compliance with established policies
• Organizing the flow of documents in the office. Based on personal observations of the need for procedural changes or modifications, implementing or suggesting new or revised procedures. Reviewing forms used, suggesting changes and drafting new forms.
• Monitoring and verifying time off requests and time cards of staff in the region and maintaining the weekly itineraries and phone list of staff.
• Maintaining and monitoring staff activities in the “Management Information System” database (automated time management system); creates/designs reports for managers’ use.
• Interpreting and advising staff of administrative office policies, such as travel, time and attendance rules and work schedules. Orienting new staff to these policies and protocols.
• Making travel arrangements (hotel, air, ground transportation) for staff as requested. Also responsible for reviewing and auditing staff travel reimbursement vouchers for management approvals.
• Attend training on technology and other topics to enhance job skills.
Additional Comments DESIRED COMPETENCIES:
• Good Organizational Skills
• Knowledge and Use of Technology
• Demonstrates Teamwork
• Good Work Ethic
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 6, 2015. Please reference Item #3970 GOER-MPM when responding.
When responding, please include the reference number and letters listed in this section. The GOER ID # should not be included.