Review Vacancy
AgencyState Comptroller, Office of the
TitleSenior Administrative Analyst
Occupational CategoryAdministrative or General Management
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $39713 to $66494 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Reachable on the appropriate Civil Service eligible list or a current NYS employee eligible for transfer under Section 52.6, 70.1 or 70.4 of the Civil Service Law.
52.6 Transfer
To be eligible for transfer under Section 52.6, candidates must have one year of permanent competitive service in a 52.6 title allocated to grade 16 or higher.
70.1 Transfer
To be eligible for transfer under Section 70.1, candidates must have one year of permanent competitive service in a qualifying title.
70.4 Transfer:
Candidates with one year of permanent competitive service in a position within two salary grades and possess a Bachelor’s Degree from an accredited College. Applicants must have passed the Professional Career Opportunities (PCO) or Public Administration Traineeship Transition (PATT) exam.
Candidates may be required to serve a 2-year traineeship that leads to the grade 18 position. The traineeship includes a comprehensive training plan that will be individualized based on the candidate’s experience.
55B/C eligible candidate with a Bachelor’s Degree.
Duties Description Quality Process Improvement:
• In cooperation with Division Execs, conduct studies of management’s concerns utilizing appropriate techniques such as task analysis, cost/benefit analysis, work distribution and workflow charting, statistical work measurements, representative questionnaire sampling, systems and organizational analysis, reviewing pertinent reports and conducting audits and interviews;
• Assist Associate Administrative Analyst in planning, developing, analyzing, evaluating, and reviewing study findings and advising management on recommendations;
• Utilize agency-approved electronic survey tool (Survey Monkey) to create, distribute and analyze surveys; also, serve as Survey Monkey account Administrator and assist Bureau staff members in using the tool and write procedures/manuals for usage;
• Assist Director with succession planning initiative, including researching and recommending strategies for knowledge capture, knowledge storage, and knowledge transfer.
• Assist in gathering and compiling data needed for Annual CEM Survey administered by CEM Benchmarking which compares Retirement Systems around the world;
• Upon request, post questions and monitor the CEM Peer Network website for responses; when a question is posted by another CEM member, forward it to the appropriate RS bureau manager for reply;
• Assist, as needed, with the CEM Annual NYSLRS Presentation;
• Assist in gathering, compiling and analyzing data necessary for completing the Annual Strategic Risk Assessment Surveys;
• Upon request, gather data, compile, and analyze data for bureau and Division management;
• Utilize TurningPoint® (anonymous interactive polling technology) equipment for Focus Group work and/or ranking/setting priorities for group projects; may also include collecting pertinent data through various means such as interviews, conferences, questionnaires, reports and on-site observations;
• Facilitate meetings, including but not limited to, the monthly Division Team meeting;
• Develop Work Plans outlining the scope of Division training programs, plans of action, and tentative schedules for management’s consideration;
• Create tables (using formulas to calculate classroom training hours and formulas to connect two spreadsheets) for all Division training programs to ensure participants complete enough hours to graduate;
• Analyze training profiles for deficiencies and report findings to Administrator and propose solution for success;
• On a monthly basis, request data from Bureau Directors needed for the OSC Comptroller’s Monthly Report; also, organize data received and create charts for the Monthly Report;
• Conduct assigned studies of management’s concerns, such as but not limited to, plans and procedures for new/changing programs, work methods and procedures, information systems, including but not limited to internal control systems;
• Upon request from Division Executives, create ad hoc charts using Excel for displaying data;
• Oversee the Division’s Employee Suggestion Program for quality assurance and work with managers to identify business improvement processes;
• Participate in Program Management Office’s Business Analysis (BA) Community of Practice session to stay current with trends, best practices, knowledge transfer, and industry standards while sharing experiences and tools for BAs;
• Serve as backup for reviewing monthly data in NYSLRS’ Performance Results Measurements Database;
• Serve as backup to maintain the Division’s shared drive; and
• Provide any other administrative and analytical support needed for the Division.
Workforce Development:
• In cooperation with Division Execs, conduct training needs assessments, analyze, and evaluate data in order to identify developmental opportunities to accomplish Division workforce goals; may include benchmarking of other State agencies and other OSC divisions;
• Conduct studies and surveys necessary to develop recommendations based on findings for management improvements; additionally, make oral presentations at senior managers’ meetings;
• Review, coordinate, update, and prepare detailed written administrative and procedural manuals;
• Review, design, and control organizational forms used in all of the Division’s training programs;
• Monitor training programs by collecting pertinent data through various means, including but not limited to: interviews, meetings, questionnaires, and electronic surveys; develop individual class surveys, mid-point program surveys, and final program surveys necessary to determine the programs’ effectiveness;
• Upon program analysis, prepare a budget for resources required and program costs necessary for running all Division training programs;
• Supervise, train and mentor Unit staff and support staff member(s) development, communicate effectively and provide feedback verbally during one to one meetings and in Unit meetings and in writing on performance evaluations; hold staff accountable for completion of required tasks; lastly, operate in accordance with OSC’s Effective Practices of Supervisors guidelines;
• Utilize TurningPoint® (anonymous interactive polling technology) equipment for training activities;
• Serve as the Division’s subject matter expert and (Secondary) Administrator for the Statewide Learning Management System (SLMS); includes assisting Division staff with passwords and logging into system, locating training, enrolling in classes, conducting individual and/or group training sessions on SLMS usage;
• Distribute training announcements to all Division staff at all locations including, but not limited, using the Division’s electronic Bulletin Board;
• Maintain the Division’s Bulletin Board monthly by reviewing items for deletion or archiving;
• Identify Business Analyst training opportunities for Division staff; coordinate enrollment in BA Bootcamp, BA Fundamentals, and BA Analysis & Design;
• Maintain Division staff records in the OSC Competency-based Development System Database; includes updating employees’ supervisors, assisting staff with completing a Competency Self-Assessment, and conducting individual and/or group training sessions on completing Competency Self-Assessments;
• Assist in planning and/or development of special training events and/or customized training for Division staff, as needed; including but not limited to Division Dark Days training, designated Public Service Workshops Program (PSWP) classes for Division staff, Bureau staff days training, team building for bureaus, OSC’s annual Employee Development Week, HMATD’s monthly workshops, and NYS Trainers Community of Practice sessions;
• Build capacity for delivering Division specific training classes;
• Serve as Division Administrator of electronic learning licenses for Empire Knowledgebank for Division staff;
• Build capacity as the Division’s Ergonomics Workstation Assessor to visit staff members, upon request, and analyze their workstation configuration for proper, healthy usage; provide one to one instruction on Ergonomics or group instruction;
• Create, test, and maintain detailed written procedures for all business processes in the Unit.
Division Programs and Employee Engagement:
• Serve as the Administrator of the Division’s Foundational Skills Development Program (FSDP) – participants may include other divisions’ staff; includes but is not limited to developing/maintaining a work plan, checklists, recordkeeping, and writing reports with recommendations based on feedback and evaluations;
• Assist with the administration of the Division’s Supervisory Academy – participants may
include other divisions’ staff;
• Assist with the Certification in Retirement Plans for Division managers and supervisors;
• Serve as the Division’s representative on the OSC Mentoring Program Committee, recommending techniques for increasing RS Mentor and Protégé applications;
• Serve as the Division’s representative on the OSC Community Connections Committee;
• Review, coordinate, and update administrative and procedural manuals, as well as designing forms and usage control; and
• Under the direction of the Bureau’s Lead Trainer, identify training and development needs for staff based not only upon management’s direction, but also with class feedback, surveys and class/program evaluations, and discussions with supervisors and staff; revise/modify training programs, participate in the planning, research, development, designing, and delivery of classes and instructional material (print and digital), as well as any other Division-specific training programs implemented, including but not limited to the Division’s New Hire Orientation Program; OSC Service Awards; also, prepare routine reports and create proposals for management’s consideration.
Disaster Recovery/Business Contingency and Continuity Planning (BCCP) for the Division of Retirement Services:
Serves as backup for Disaster Recovery and BCCP for the Division for succession planning; duties may include, but are not limited to:
• Assists the ASQP Director, in the absence of the Division’s Business Continuity Coordinator;
• Conducts assigned management and organization studies and surveys to develop appropriate recommendations for management improvements in the area of BCCP;
• Evaluates alternative courses of action, such as relocation scenarios and ensuing consequence;
• Analyzes data pertaining to the problem to be solved and develops recommendations based on findings;
• Prepares implementing plan including schedules, personnel and BCCP training requirements and other needed administrative support requirements;
• Periodically reviews existing organizational forms and retirement plan booklets in the Division’s Staging Kit to determine if they are up to date or they may be obsolete or updated;
• Facilitates debriefing meetings after incidents and capture notes for moving forward with business continuity planning;
• Captures information for mapping second tier RS business processes;
• Reviews, coordinates, and updates administrative and procedural manuals, as well as designing forms and usage control; and
• Attends Business Continuity Workgroup meetings through the NYS Forum to gain knowledge on BCCP education and training opportunities and tools that address contingency planning needs. The BC Workgroup prioritizes and engages State and local agencies on business continuity education and training initiatives identified at the NYS Forum's annual Strategic Planning Meeting.
Special Projects:
• Assist with the preparation of the Division’s Annual Accomplishments document for the Comptroller;
• Assist with the preparation of the Division’s narrative submission for the OSC Monthly Report; and
• Perform additional tasks as needed or requested by senior management.
Additional Comments Desired Competencies:
• Excellent oral and written communication skills.
• Working knowledge of effective organization and management principles and practices.
• Working knowledge of the techniques and methods used in administrative analysis and the ability to utilize them.
• Working knowledge of pertinent laws, rules, regulations and procedures governing the operation of the agency and of specific programs.
• Ability to gather, organize and analyze pertinent data.
• Ability to recognize implications and applications of organizational and management principles in the analysis of problem areas.
• Ability to identify, recognize and develop solutions to management and organizational problems.
• Ability to establish working relationships with a variety of people at all levels of the organization.
• Demonstrated supervisory skills and successful experience in coaching, motivating, and developing skills of staff.
• Demonstrated ability to manage multiple priorities (multi-tasker) by organizing and prioritizing work to meet deadlines in a fast-paced environment.
• Detailed oriented and able to work quickly and efficiently with minimal errors.
• Excellent presentation and facilitation skills.
• Demonstrated ability to effectively work independently, to be resourceful, and to be a self-starter/motivator who takes initiative.
• Strong team building and customer service orientation.
• Ability to respond quickly and positively to ad hoc requests, feedback, scope changes, and a fluctuating and dynamic work environment.
• Demonstrated proficiencies using Word, Excel (including formulas), PowerPoint (includes embedding pictures, graphs, movie clips), Lotus Notes email, calendaring, and Team Rooms, Windows Explorer, Internet Explorer/Google Chrome, navigating the Intranet, Adobe, SLMS, Survey Monkey, PCS Database, OSC Competency-based Development System Database, Visio, Bulletin Boards, Access (EDW Committee) and using document, form, and presentation templates; comfortable learning new software programs including but not limited to Movie Maker and TurningPoint® -- a continuous learner.
• Keeps current with new training tools and methodologies, incorporating latest developments to enhance learning and development programs and classes; keeps current with survey tools available and approved by Agency.
Some positions may require additional credentials or a background check to verify your identity.
Email Address recruit@osc.state.ny.us
Address
Notes on ApplyingNotes on Applying: Interested candidates should submit a cover letter and resume to recruit@osc.state.ny.us no later than October 4, 2016. Please reference Item #7344- GOER-JAM when responding. (The Vacancy ID at the top of this posting should not be included).