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Review Vacancy

Date Posted 02/11/16

Applications Due02/22/16

Vacancy ID27637

AgencyState Comptroller, Office of the

TitleSecretary 1

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $37998 to $46573 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 110 State Street

City Albany

StateNY

Zip Code12236

Minimum Qualifications Job Specifics
The New York State and Local Retirement System (NYSLRS) has embarked on a multi-year initiative, called the Redesign Project, that will require significant investment to redesign its business processes and legacy systems, replacing them with an integrated, customer focused, information system that facilitates its work.

When the Redesign Project is complete, NYSLRS will possess a modern information system, ready to meet the needs of its customers and stakeholders in a secure, flexible and stable environment.
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 Redesign Bureau Directors, 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 vendor 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 with vendor staff, communicating and interoperating material effectively.
• 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 the share drive and team-rooms, streamlining and cataloguing data; ensuring information is current, searchable and organized.
• 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.
• Assist Secretary 2 in Administration duties and tasks.
• Prepare meeting agendas and record/publish meeting minutes for Project meetings as required.
• Prepare disseminate Project deliverables/materials to required parties and facilitate prompt distribution and responses to said deliverables.

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, vendors and NYSLRS.
• 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.

Name Brian Vogel

Telephone (518) 474-1924

Fax (518) 486-6723

Email Address recruit@osc.state.ny.us

Address

Street 110 State Street

City Albany

State NY

Zip Code 12236

 

Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.state.ny.us no later than February 22, 2016. Please reference Item #08021bvOSC when responding.
When responding, please include the reference number and letters listed in this section. The GOER ID # should not be included.

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