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Review Vacancy

Date Posted 04/13/15

Applications Due04/27/15

Vacancy ID20351

AgencyLabor Management Committees, Joint

TitleConfidential Stenographer (Office Manager)

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $44456 to $55522 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Agency Building #2, 7th Floor, Empire State Plaza

City Albany

StateNY

Zip Code12223

Minimum Qualifications High School Diploma: Associates Degree preferred; Minimum four years of experience in program support role or Administrative Assistant for multiple staff with varying job responsibilities; Highly proficient in the use of Microsoft Office including Excel and Power Point; Excellent organizational, interpersonal, customer service and written communication skills; Ability to work as part of a team and independently; Ability to deal with multiple priorities and competing deadlines; Attention to detail a must; A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Governor’s Office of Employee Relations.

Duties Description Under the general direction of the Unit Director, the Confidential Stenographer acts as the Office Manager for the Workforce and Organization Development Unit (WODU) in the New York State (NYS) Labor- Management Committees (LMCs). The incumbent will work independently to coordinate all support activities for a staff of twenty employees, as well as provide direct secretarial and administrative support for the Unit Director and Assistant Director as needed. The incumbent will also organize and manage the workflow for three support staff and will be responsible for day-to-day office operations. Duties include but are not limited to: Coordinate, review and manage the Review & Editing of Documents (RED) Procedure for WODU with the Director of the Governor’s Office of Employee Relations (GOER) and the Executive Chamber; Assist in the preparation and review of communications to Training Directors and other stakeholders; Oversee the formatting of curricula and correspondence to ensure consistency across all WODU programs; Independently maintain and update various manuals; Serve as Administrator for the Statewide Learning Management System (SLMS), Online Trainer Support Community (TSC), NYS Training ListServ and WODU and Management/ Confidential mailboxes; Serve as Website Content Manager, monitor and update the WODU website to ensure content is current and links are working; Accompany the Director and/or Assistant Director to meetings as needed; Manage the shared or general files on WODU’s computer system; delete or file outdated material to clear space for active projects; Serve as purchasing agent, procure services and supplies following Statewide Financial Service (SFS) Guidelines; Reconcile procurement card in SFS & work collaboratively with Fiscal Officer and Administrative Unit to create requisitions in SFS; Set up and maintain central files for WODU staff and keep shared computer files up-to-date and organized; Serve as a liaison to temporary service contractors, oversee hiring and participate in the interview process; Serve as a liaison and relay policy to WODU staff and Training Directors through email correspondence; Serve as liaison between senior and support staff to ensure accurate and efficient communication and coordination between program areas; Maintain lists of agency Training Directors and training contacts for mandated courses and other communications, and coordinate with GOER on lists of Directors of Human Resources Management for training purposes; Maintain lists of agency trainers qualified to teach GOER courses; Organize materials for training programs; Prepare charts and spreadsheets with training data to keep staff informed of trends and issues; Ensure staff are trained and skilled as administrators in SLMS; Ensure coordination of special mail pick-up and deliveries with the Mail and Supply staff and with the Office of General Services (OGS); Arrange for telephone coverage in WODU by support staff, insuring that adequate coverage is maintained during lunch periods, breaks and absences; Maintain a forms control system to register all WODU forms; review drafts and propose changes and updates; Maintain the attendance roster for WODU and produce seasonal reports of employee vacation and leave schedules for use by WODU supervisors; Oversee the scheduling of meetings in agency conference rooms for WODU staff and function as primary contact for meeting arrangements (furniture, equipment) for WODU conference room; Maintain an organizational and location listing of all GOER employees for use by WODU staff; Monitor physical condition of offices and contact GOER liaison to the janitorial services and building maintenance staff to arrange for cleaning and repairs.

Additional Comments The Governor’s Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, or disability in the admission to, access to, or employment in their programs or activities. Reasonable accommodation will be provided upon request.

Some positions may require additional credentials or a background check to verify your identity.

Name Kelly Catman

Telephone

Fax

Email Address Kelly.Catman@goer.ny.gov

Address

Street Agency Building #2, 8th Floor, Empire State Plaza

City Albany

State NY

Zip Code 12223

 

Notes on ApplyingSend cover letter and resume to above email address to apply. You can also send via US Mail. WORD or PDF are the preferred formats. Please reference Vacancy No. 20351 when applying.

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