Review Vacancy
Date Posted: 10/31/18
Applications Due: 11/10/18
Vacancy ID: 61119
Position Information
NY HELPNo
AgencyState Comptroller, Office of the
TitleSecretary 2, Item #01523
Occupational CategoryClerical, Secretarial, Office Aide
Salary Grade15
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $50547 to $61229 Annually
Employment Type Full-Time
Appointment Type Contingent Permanent
Jurisdictional Class Competitive Class
Travel Percentage 0%
Schedule
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
Location
County Albany
Street Address 110 State Street
City Albany
StateNY
Zip Code12236
Job Specifics
Minimum Qualifications Interested candidates must be reachable on the Secretary 2 eligible list or eligible to transfer under Section 70.1 of the Civil Service Law.
70.1 Transfer:
Eligible candidates must have one year of permanent competitive service in a qualifying title allocated to a grade 13 or higher. If the candidate is not currently incumbering, or has not previously held a keyboard or secretarial title, the candidate will be required to take and pass a typing proficiency exam to qualify for transfer
Work Hours will be discussed at time of interview.
Duties Description Supporting Director in day-to-day operations.
• Maintaining Director’s calendar including accepting and scheduling meetings, preparing agendas and coordinating logistics.
• Screening incoming calls and incoming mail and forwarding to appropriate staff, and following up with staff on outstanding issues.
• Maintaining correspondence and operational issue files, including preparing files for follow-up actions.
• Performing administrative duties as directed by the Director, to assist in the timely and orderly completion of day-to-day office operations.
• Purchasing approved office supplies/equipment and maintaining appropriate records of purchasing actions.
• Completing other tasks and assignments as needed by Director.
Supporting Deputy Comptroller, Bureau Assistant Director and Managers in day-to-day operations.
• Scheduling meetings, maintaining calendars, preparing agendas and following up with staff on outstanding issues.
• Screening incoming calls and incoming mail and forwarding to appropriate staff, and following up with staff on outstanding issues.
• Maintaining correspondence and operational issue files, including preparing files for follow-up actions.
• Performing administrative duties as directed by Bureau’s Deputy Comptroller, Assistant Director and managers, to assist in the timely and orderly completion of day-to-day office operations.
• Completing other tasks and assignments as needed by Deputy Comptroller, Bureau’s Assistant Director and managers.
• Serve as back-up to Deputy Comptroller’s secretary, including directing executive correspondence and FOIL requests to appropriate staff.
Supporting Bureau Program Operations
• Maintaining and updating operational files and data bases (including electronic).
• Receiving, recording receipt of and reviewing incoming calls and mail/email and forwarding to appropriate staff.
• Responding to questions regarding program, policy and procedure.
• Contacting vendors/agencies as required within scope of trained knowledge and referring more technical issues/questions to appropriate staff.
• Researching requested material and information to assist in the completion of program functions.
Supporting Bureau training activities
• Scheduling and registering Bureau staff for training.
• Maintaining accurate training records for all staff.
• Ensuring all staff complete OSC mandated training.
Maintain Executive Correspondences
• Direct executive correspondences to appropriate staff, follow-up on outstanding correspondences, draft letters for review, forward for appropriate review and complete. OSC contact us requests are distributed to appropriate Bureaus for handling, follow-up and forward completed requests to secretary to Executive Deputy Comptroller
Serve as back-up to Division of Contract’s and Deputy Comptroller’s secretaries
• Serve as back-up to Division’s secretaries as needed, including, but not limited to, Contract Reporter database – inputting letters and sending per auditors (Bureau of Contracts); sending draft/final reports to agencies (Bureau of State Expenditures); screening incoming calls and incoming mail and forwarding to appropriate staff.
Additional Comments KNOWLEDGE, SKILLS AND ABILITIES:
• Demonstrated technology proficiency in Outlook, Microsoft Word, including Excel.
• Demonstrated experience with maintaining a high degree of confidentiality.
• Excellent written communication skills, including proper grammatical usage, punctuation and spelling.
• Excellent professional oral communication skills.
• Ability to understand and follow established policies and procedures.
• Ability to present information to others, both individually and in group settings in a clear, concise manner.
• Excellent interpersonal skills and ability to work collaboratively with others.
• Excellent customer service skills and experience, both in person and over the phone.
• Strong organizational skills and attention to detail.
• Ability to flourish in a fast paced environment that requires significant multi-tasking and changing priorities. Ability to meet deadlines.
• Flexible and willing to assist other offices/areas with coverage.
• Demonstrated ability to work independently and exercise good judgment in assessing necessary action.
• Reliable and dependable.
• Good time & attendance habits.
Some positions may require additional credentials or a background check to verify your identity.
Contact Information
Name Jackie Carter
Telephone (518) 474-1924
Fax (518) 486-6723
Email Address recruit@osc.ny.gov
Address
Street Office of Human Resources
110 State Street, 12th Floor
City Albany
State NY
Zip Code 12236
Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.ny.gov no later than November 10, 2018. Please reference Item # 01523– GOER-JDC when responding.
When responding, please include the reference number and letters listed in this section. The VACANCY # should not be included.
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