Position Information

NY HELPYes

AgencyState Comptroller, Office of the

TitleProgram Aide,SG-13(NYHELPS)Item#00950

Occupational CategoryAdministrative or General Management

Salary Grade13

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $51920 to $65219 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address 110 State Street

City Albany

StateNY

Zip Code12236

Job Specifics

Duties Description Assistant to the Director of Labor Relations:
• Read, analyze and determine if any emails for the Director of Labor Relations require a response. Follow-up to ensure emails are replied to promptly.
• Manage the Director of Labor Relation’s calendar by scheduling meetings and communicating any changes to necessary staff.

o Prepare necessary folders for all meetings.
o Prepare agendas, meeting minutes, follow-up on action items and handle all logistics.
o Assemble background materials such as emails, reports, notes, folders, etc. to prepare for meetings.
o Provide assistance in keeping the Director on schedule.
• Arrange travel accommodations and complete travel vouchers for the Director of Labor Relations.
• Assist with quarterly Health and Safety committee meetings.
o Schedule meetings
o Solicit agenda items and follow up on action items from previous meetings.
o Take minutes during meetings and prepare a draft for the Director of Labor Relations review.

Labor Relations Unit Support:
• Screen telephone calls, answer routine inquires and refer calls to Labor Relations staff for assistance as needed.
• Monitor the Labor Relations email and answer/refer emails to staff as needed.
• Manage the calendars of Labor Relations staff and schedule meetings as appropriate.
• Prepare email, routine correspondence, memos, reports and spreadsheets for Labor Relations staff review.
• Draft the monthly Human Resources report for Labor Relations for review by the Assistant Director of Labor Relations.
• Review all outgoing correspondence for the unit to ensure proper formatting, correct grammar, spelling, punctuation, titles, dates, case numbers, references, factual correctness, policy information and that appropriate enclosures are attached.
• Develop, maintain and update administrative forms and office procedures for the Labor Relations unit.
• Create and maintain electronic and hard copy files on all cases, meetings and subjects. Organize and transfer hard copy files to storage to keep for historical purposes or arrange for destruction of files after the appropriate allotted amount of time.
• Take notes and draft witness statements for Labor Relations staff review.
• Scan and save all incoming and outgoing correspondence electronically.
• Maintain the electronic Labor Relations database (LRTS) by opening cases, making updates, closing cases and printing biweekly reports. Send Labor Relations staff notifications for new cases.
• Scan and enter out of title grievances into NYSTEP.
• Transfer electronic interrogation recordings to employee case files and send to union/employee as requested. Transcribe interrogations as needed.
• Save copies of counseling memos to employee case files and ensure they are placed in employee’s Personal History Folder (PHF).
• Mail, email and fax correspondence as needed for the Labor Relations unit.
• Draft and submit purchase requests for all invoices and expenses of the Labor Relations unit.
• Maintain a tracking system for Employee Organizational Leave (EOL) by logging in EOL codes and time used by employee.
• Assist in preparation for arbitrations and/or hearings by creating folders with organized evidence and exhibits.
• Other projects and duties as needed.
• Arrange travel accommodations and complete travel vouchers in the State Financial System (SFS) for Labor Relations staff, as needed.

Labor Management:
• Assist with the quarterly Labor Management meetings with CSEA and PEF.
o Take minutes during the meeting and prepare a draft for the Assistant Comptroller of Human Resources to review.
o Serve as backup for the assistant to the Assistant Comptroller of Human Resources.

General DHR Support:
• Serve as backup to the DHR executive secretaries and DHR receptionist by providing phone coverage and answering and routing phone calls.
• Review Personal History Files (PHF’s) that are requested by OSC staff to ensure all confidential information is in a separate file and/or redacted before they are reviewed by the requestor. Give folder to the Director of Human Resources for final review before meeting with requestor.
• Meet with OSC staff who have requested to review a PHF. Typically, the Labor Relations secretary will sit with employees and/or supervisors who have active or potential Labor Relations cases.
• DHR receptionist with filing papers into employees PHF’s.
• Other projects and duties as needed.

Minimum Qualifications No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program:

For appointment to the Program Aide you must have: Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Competitive Qualifications:
You must be currently reachable on the appropriate eligible list for this title, or eligible to transfer to this title under Section 70.1 of the Civil Service Law.

Transfer:
For 70.1 transfer to a Program Aide, salary grade SG-13, you must have one year of permanent competitive service in an approved title for transfer allocated to a SG-11 or above.

Notes:
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)

Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade.

Additional Comments Knowledge, skills, and abilities:
• • Excellent interpersonal skills and the ability to communicate effectively verbally and in written format.
• Ability to work in a team environment as well as independently.
• Demonstrates careful thought and good judgment when completing assignments.
• Attention to detail.
• Excellent organizational skills.
• Ability to work on multiple assignments, prioritize tasks and meet deadlines.
• Ability to adapt quickly to changing priorities with flexibility and responsiveness

Telecommuting: The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s primary residence location, duties, and work performance are aligned with telecommuting and operational needs they may be allowed to do so. Generally, OSC employees may telecommute up to 5 days per pay period but may be approved to telecommute less.

Reasonable Accommodation: The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924.

Equal Opportunity Employment: The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers.

The Office of the State Comptroller (OSC) does not participate in E-Verify and does not sponsor visa applications.

OSC offers competitive salaries and benefits, and opportunities for advancement, continuing education, and professional development. We provide a professional environment where employees are encouraged to push themselves while maintaining work-life balance. Our generous benefits package includes:
• A state pension with vesting after five years’ service
• Comprehensive medical, dental and vision insurance available to all employees and their dependents
• Flexible spending accounts for dependent and health care
• Productivity Enhancement Program (PEP), allowing eligible employees to exchange previously accrued leave in return for a credit to be applied toward their health insurance
• Public Service Loan Forgiveness (PSLF)
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• Holiday and paid time off
• Shift and geographic pay differentials
• A committed continuous learning environment
• Informational Brown Bag sessions
• Wellness at Work Programs to promote employee health and wellness
• OSC Mentoring Program to network, contribute, and provide an opportunity to strengthen competencies in a variety of areas
• And much more

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

How to Apply

Name Diana Chiachiaretta

Telephone 5184741924

Fax (518)486-6723

Email Address Jobs@osc.ny.gov

Address

Street Office of the New York State Comptroller, Division of Human Resources

110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

 

Notes on ApplyingSubmit a clear, concise cover letter and resume stating how you meet the minimum qualifications for this title. To apply, copy and paste the following link into your browser:

https://www.osc.ny.gov/jobs/openings/program-aide/042559,

Reference Item #00950-DLC on your cover letter for proper routing.

Unofficial transcripts and/or templates will be required for certain positions. Documents must be sent as unlocked and accessible attachments.
If you have questions about this vacancy, please contact this Division representative:
Division Contact: Beverly Jones
Email Address: bjones@osc.ny.gov