Review Vacancy
AgencyState Comptroller, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $42555 to $51830 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Interested candidates must be reachable on the Agency Program Aide eligible list or eligible to transfer under Section 70.1 of the Civil Service Law.
To be eligible for a 70.1 transfer to an Agency Program Aide, SG-13, a candidate must have one year of permanent competitive service in a qualifying title allocated to a salary grade 11 or higher.
To determine if your title is eligible for transfer, please go to the GOT-IT website:
www.careermobilityoffice.cs.state.ny.us
Duties Description Coordinates computer security, software and hardware needs of Bureau staff with appropriate authority
• Utilizes the Support Services Work Flow application in Lotus Notes to coordinate computer security, software installation and hardware needs of new hires and existing staff with various ITS/CIO teams.
• Processes staff requests for reset passwords and management requests for staff reactivations in MEBEL, Payserv and Image Viewer.
• Submits registration forms to the Department of Motor Vehicles’ (DMV) Data Services Center to request approval for bureau staff to access their database for the purpose of researching member addresses. Also forwards DMV deletion notices when this access is no longer required by staff.
• E-mails the appropriate Division contact to request authority for bureau staff to access the Accurint database; provides written justification for the necessity of use.
• Coordinates the Annual MEBEL Security Review with management; distributes the MEBEL authority reports for each staff member to the appropriate Assistant Director for re-assessment and subsequently processes any noted changes or deletions using the Support Services Work Flow application.
Maintains Database of Evaluation Due Dates
• Utilizes and maintains a database of due dates for the 125 Member and Employer Services Bureau staff who are located at Riverview Center. Is responsible for notifying the section heads of the 5 Arrears Units, Member Accounts and Files that probation reports, performance program plans, midpoint evaluations and final evaluations for staff are due and guaranteeing timely completion.
• Keeps copies of all evaluations within a database for all staff.
• Acts as liaison between Member Services supervisors and Administrative Services for correct due dates due to leaves or earlier positions that may change due dates.
Tracks completion of Cleaning Service duties
• Acts as liaison between Member Services and our contracted cleaning company. Maintains communication between the Altamont Program management and Member Services management to arrange for monthly, quarterly and yearly services.
• Maintains a checklist of contracted cleaning. This includes daily and weekly provided cleaning.
• Contacts the in house cleaner for any needed services due to unexpected events.
• Requests additional contracted supplies of hygiene products such as soap and paper products.
Liaison between Riverview Center Management and Retirement System Management
• Contacts Riverview Center management over facility concerns. Monitors temperatures for the entire 2nd floor and requests temperature adjustments.
• Notifies Riverview and Retirement system management of any dangerous situations involving the 2nd floor, garage and parking lots working closely with Riverview Maintenance staff to have them resolved.
• Maintains the list based on seniority of staff parking assignments and adjusts it based on staff movement. Works closely with Human Resources and Management Services to correctly assign parking spaces.
• Retains records of all communications between Riverview Center, OSC and Retirement System management.
Maintains a database of all Vacant Items and arranges for hiring of new staff.
• Submits requests to fill vacant items, maintains records of approval and expiration of approvals for all items in Member Services at Riverview Center.
• Canvases promotional list and sends all letters to candidates. Sets up interviews and completes all paperwork pertaining to new hires and staff promotions and resignations.
Maintains Schedule of Supervisory Coverage for Overtime
• Creates a spreadsheet in Microsoft Excel each payroll period reflecting the calendar days and hours of available overtime. Saves to the mbrshare (I:) drive.
• Distributes electronic copy of blank schedule to all supervisors eligible to work overtime and requests they provide the dates and times they intend to work overtime.
• Enters daily supervisor coverage for overtime into the Excel spreadsheet located on the mbrshare drive, making it accessible to all staff in the bureau.
• Updates schedule on mbrshare drive, as necessary.
Submits requests to purchase supplies
• Monitors inventory of office supplies and forms used by various work units in the bureau.
• When supply of stock items and/or forms is low, completes a Stock Request Transaction PDF form to order the required quantity and submits the finished document to the Service Desk for processing.
• Retains copy of Stock Request Transaction form and upon delivery of supplies, verifies that all items ordered have been received.
• Restocks the appropriate supply and/or paper cabinet.
• Utilizes Microsoft Excel form to justify and request the procurement of non-stock items requiring a Purchase Order; submits the approved request to Administrative Services.
Participates in Special Projects and Assignments
• Performs special projects and assignments at the behest of immediate supervisors and bureau management, updating their status as necessary, including any complications that may arise.
Supervising and training staff
• Set priorities for unit operations
• Oversee work processes
• Administer time and attendance rules and regulations
• Train or monitor training of staff
• Monitor staff to ensure policies and procedures are followed.
• Monitor staff production and provide bimonthly one on one coaching to staff.
Additional Comments Desired Competencies
• Technical Expertise - Demonstrates some familiarity of the laws, policies, rules and regulations pertaining to Retirement System processes.
• Flexibility – Shows openness to different and new ways of carrying out tasks.
• Understanding and Interpreting Written Material – Exhibits the ability to prepare, understand and interpret written materials.
• Identifies and Solves Problems with Effective Solutions – Demonstrates an ability to organize information and arrive at appropriate solutions.
• Stress Tolerance – Shows the capacity to deal with difficult situations and tolerate pressure on an on-going basis while maintaining performance standards.
• Interpersonal Skills / Ability to Work as Part of a Team – Must be able to interact with people effectively, be able and willing to share and receive information, cooperate within a group and support group decisions.
• Reliability – Exhibits the capacity to complete work in a timely and consistent manner.
• Quality Oriented – Displays an ability to produce and maintain work of a high quality; pays attention to detail and accuracy.
• Decision Making Skills – Demonstrates the aptitude to make sound decisions, based on the information collected and analyzed.
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 Applyingshould submit a cover letter and resume to recruit@osc.state.ny.us no later than August 11, 2016. Please reference #04200JM when responding. (The Vacancy ID at the top of this posting should not be included).
When responding, please include the reference number and letters listed in this section. The GOER ID # should not be included.