Review Vacancy
AgencyState Comptroller, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $37998 to $46573 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Interested candidates must be reachable on the Secretary 1 eligible list or eligible to transfer under Section 70.1 of the Civil Service Law.
To be eligible to transfer under Section 70.1, candidates must have one year of permanent, competitive service in a qualifying title allocated to a salary grade 9 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 • Work in collaboration with other support staff to provide support and assistance of daily administrative professional tasks and project activities; provide assistance and support to the Bureau Director, Managers and Team members.
• Assists in the process of hiring including scheduling interviews, ensure candidate folders for interviews have applications, questions, declination letter and resume and any additional information that will ensure interviewers have the material and information necessary to be prepared for a professional interview.
• Send canvass letters, declination and thank you for interest letters to potential candidates (keep track of posting and canvass end dates ensure compliance with all civil service and HR guidelines, rules and regulations).
• Organize and maintain folders and resumes for candidates/staff and items ensuring documentation is maintained and accessible on share drive.
• Handle telephone calls and visitors and respond to questions; direct inquiries to appropriate staff. Personally respond to requests for generally accessible information. Screen calls appropriately.
• Management of calendars are checked on a daily basis and printed out along with any attachments pertaining to meetings. Ensures that the appropriate staff is notified of scheduled meetings on a timely basis, and that, should a change occur, notification is prompt. Ensure that Director’s and Assistant Director’s calendars are kept up-to-date and accurate.
• Arrange and confirm appointments.
• Record, type, prepare and distribute meeting materials.
• Type correspondence, reports, memos, spreadsheets, etc. from various source materials.
• Mail sorted and distributed in a timely manner.
• Work in Microsoft Work creating correspondence, tables, documents and drafts.
• Work in Microsoft Excel creating spreadsheets and tables.
• Ensure that employee nameplates and phone records are kept up-to-date.
• Maintain and update all staffing and organizational charts, in a timely and accurate manner.
• Maintain any existing office filing systems (including electronic) of agency/bureau/project documents.
• Have knowledge of any office automation and be able to operate office equipment such as but not limited to video/tele-conference, scanner/copies, fax.
• Follow established OSC rules, policies and guidelines relative to time and attendance.
• Keep Lotus Notes calendar up-to-date and verify availability before accepting an appointment or requesting time off and completion of personal time card in timely manner.
Additional Comments PREFERRED QUALIFICATIONS
• Ability to read, understand and apply laws, procedures, rules, regulations and guidelines.
• Be flexible and adaptable to change.
• Maintain confidentiality of employees and NYSLRS members.
• Work as a team member and build effective relationships with others, including being responsive and helpful in answering questions.
• Communicate effectively with all co-workers in a respectful and appropriate manner.
• Be open to learning and developing your skills.
• Channel communications in a professional and positive manner.
• Maintain professional attire and speaking tones.
• Ability to use manual and electronic office records keeping and filing systems.
• Ability to prepare reports.
• Ask questions where there are not clear precedents and without detailed direction.
• Ability to perform tasks accurately within prescribed time frames.
• Ability to work independently and with others
Some positions may require additional credentials or a background check to verify your identity.
Email Address recruit@osc.state.ny.us
Address
Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.state.ny.us no later than June 29, 2016.
Please reference Item #7518 – GOER-JAM when responding. (The Vacancy ID at the top of this posting should not be included).