Review Vacancy
AgencyState Comptroller, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $47631 to $57697 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 • Oversee the Data Management Unit’s phone coverage to ensure that someone is answering the central lines during work hours.
• Oversee and ensure proper distribution of the Central Office and Data Management Unit’s incoming mail distribution.
• Oversee and assist with requests for copying, faxing, scanning, preparing and/or formatting documents, mailings and completing and updating forms as needed.
• Oversee and participate in contacting appropriate sources by mail, telephone or e-mail to obtain missing or inaccurate information needed for examiners to complete analysis and processing of forms, reports, claims and other documents.
• Arrange and schedule meetings, assemble and coordinate materials. As requested, attend such meetings and prepare a summary of the meeting’s conclusions or agreed upon courses of action.
• Set up interviews for potential new employees.
• Act as timesheet reviewer for staff in the Data Management Unit to ensure timesheets are accurate, prior to supervisory approval.
• Act as travel voucher reviewer for staff in the Data Management Unit, to ensure that all travel vouchers are prepared accurately and appropriate receipts are attached prior to supervisory approval.
• Perform other duties or work on special projects as needed or requested.
• Receive, review, record and track Data Requests submitted by internal and external customers and route to appropriate staff for handling.
• Oversee and participate in the preparation and dissemination of various types of correspondence to the thousands of local governments including:
o Responses to requests for filing extensions
o Follow up letters related to Annual Financial Report filings
o Responses to Data Requests
o General Local Government Inquiries
• Develop and update forms, letters and other document templates used for various Unit and Division correspondence to internal and external customers.
• Identify, recommend and implement new or revised procedural changes or modifications to improve the administrative operations of the Unit.
• File and track receipt of miscellaneous filings from local governments.
• Oversee and participate in the management and upkeep of the InterTrac Contact Records database which houses the names, addresses, titles and other important contact information for the thousands of local government officials, school districts and special purpose units. The officials in local governments are constantly changing, requiring significant diligence in maintaining accurate records, including searching official websites or calling localities to verify their officials’ contact information.
• Using a variety of software, oversee and assist in formatting and preparation of various annual report filings using information compiled and provided by examiners from a variety of sources.
• Supervise staff including:
o Overseeing employees’ daily tasks.
o Preparing and delivering performance plans and evaluations to unit staff.
o Managing and approving staffs time usage while ensuring proper unit coverage.
o Identify appropriate training and professional development opportunities for staff.
• Establish and maintain effective working relationships with Data Management Unit staff, staff in other work units, in other divisions and agencies, and with the public.
• Participate in training and other activities to enhance skills relating to such areas as technology, office management and communication.
Additional Comments Desired Competencies
• Strong organizational skills
• Strong interpersonal skills
• Good communication and listening skills
• Knowledge of Microsoft applications and other Division technology
• Willingness to learn new skills and software
• 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 August 9, 2015. Please reference Item #6836
– GOER-JP when responding.
When responding, please include the reference number and letters listed in this section. The GOER ID # should not be included.