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.
70.1 Transfer 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 Provides Program Administrative Support:
Handle work assignments and program activities, including coordination and preparation of reports, obtaining information and reports from internal bureaus as well as external sources, tracking and monitoring the status of assignments and handling edits, as well as those delegated to direct reports to ensure assignment deadlines are met.
• Reviews, evaluates and analyzes reports and documents specific to the program as assigned.
• Manage NYSLRS’ biweekly paycheck distribution ensuring accurate and timely distribution of paychecks and safely secure paychecks for Division employees when absences arise.
• Manage monthly Division telephone bills by electronically distributing to Bureau Coordinators each month.
• Maintain up-to-date (red) Emergency Management binders for Assistant Director and Director.
• Draft internal project documents and other relevant unit documents.
• Prepare materials for presentations and unit projects.
• Provide phone/mail coverage and forward correspondence to appropriate staff as needed.
• Prepare and edit draft correspondence and other documents as needed.
• Update and maintain Bureau documents (i.e. phone listings, schedules, agendas, cyclical calendar) and procedures and post revised information to Bureau Team Room for reference.
• Document, review and revise bureau procedure and policy manuals.
• Update and maintain Orientation Packet materials that are prepared for new employees to ASQP.
• Ensure all pages on Agency’s intranet site that the ASQP bureau is responsible for are accurate and functional. Refer updates as necessary to Communications in order to update information on ASQP intranet pages.
• Work as a team member including: answering questions, attending and participating in all bureau meetings, communicating information, as needed, with all co-workers in a respectful and appropriate manner. Share program goals and provide critical information to bureau members. In addition, participate in various agency and division initiatives as needed.
• Writes justifications for requests of the procurement of non-stock items requiring a Purchase Order.
• Schedule and coordinate meetings for Bureau Director and bureau staff; coordinate attendees’ schedules; contact attendees for additional information and changes as needed; arrange for rooms and ensure appropriate materials and equipment are available.
• Ensure that pertinent information for meetings is obtained and reviewed in advance by printing all meeting material, attaching any previous meeting minutes/action items. This requires a good understanding of the nature of the meetings.
• Assemble and coordinate background materials for meetings and conferences and handle the logistics.
• Complete miscellaneous tasks and assignments for Bureau Director and Assistant Director in a timely manner as necessary.
• Support and assist with unit and bureau projects.
• Handle other duties as assigned.
Assists in Coordinating Division Strategic Management Assignments and Activities:
• Assists in coordinating and tracking Division/Executive assignments with the senior management team and prepare responses to various Division activities such as the quarterly strategic priorities report, succession plan, strategic risk assessment, internal controls certification, budget narrative, etc.
• Conduct research and benchmark with relevant stakeholders.
• Assists in designing survey instruments and gathering and analyzing survey data.
• Draft internal project documents and other relevant unit documents.
• Prepare materials for presentations and unit projects.
• Manage monthly Division Team Meetings, prepare agendas, and serve as recorder and Bureau representative. Prepare and send out agenda a day prior to meeting and minutes from meeting within 1 ½ weeks after meeting date. Ensure that all other member have had a chance to review their report prior to posting on NYSLRS bulletin board for reference to be current for 3 ¼ months prior to archiving.
• Serve as Division annual SEFA representative for ASQP and Executive Bureaus. Share program goals, and provide critical information to each bureau member.
• Act as Bureau Representative for Redesign’s Employee Change Leader Forum, serving as liaison for bureau to communicate Administrative Services’ needs to the Redesign Project. Attend monthly meetings, keeping bureau informed of Redesign plans, initiatives, and development.
Manages 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.
• 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.
Manage Division Policy & Procedures Databases:
• Monitor and maintain databases by posting and updating NYSLRS policies and procedures as well as identify changes that need to occur with databases.
• Identify changes that need to occur with databases and complete ACAW to fix databases.
• Post relevant material to the NYSLRS BB as requested or assigned.
• Maintain current unit procedures or suggest improvement areas.
Additional Comments Desired Competencies
• Strong organizational and interpersonal skills.
• Flexibility and responsiveness.
• Proficient with Microsoft Office applications and Lotus Notes.
• Capable of quickly learning and adapting to new software applications.
• Professional and confidential manner.
• Effective oral and written communication skills.
• Ability to establish working relationships with a variety of people at all levels of the organization.
• Ability to work on multiple projects with different managers, prioritize tasks and meet deadlines.
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 resume and cover letter to recruit@osc.state.ny.us or the address listed below by December 13, 2016. Please reference #07166-GOER-JAM when responding. (The Vacancy ID at the top of this posting should not be included).