StateJobsNY

NY HELPNo

AgencyState Comptroller, Office of the

TitleAdministrative Assistant 2, Item# 01258

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $54733 to $68356 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

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

County Albany

Street Address Office of the New York State Comptroller

110 State Street

City Albany

StateNY

Zip Code12236

Minimum Qualifications Two years of secretarial experience OR satisfactory completion of a two-year course in secretarial science from a business school registered with NYS Education Department or from a NYS Community or technical institute recognized by the NY Education Department as following acceptable Education practices OR a satisfactory combination of the above qualifications.

Duties Description Reporting to the Administrative Assistant to the Deputy Comptroller of Finance and Administration, the incumbent will be responsible for the duties described below and other duties as assigned.
• Serve as a back-up to the Administrative Assistant.
• Provide confidential administrative support to the Finance and Administration Leadership Team.
• Manage the Deputy Comptroller and Director’s calendars by scheduling meetings, preparing materials for meetings, including agendas, meeting minutes, action items, and any background materials.
• Communicate verbally and in writing with internal and external customers.
• Screen telephone calls and visitors, handling routine inquiries where possible; refer callers to appropriate personnel or areas based on understanding the roles and responsibility of the Division.
• Screen and review incoming correspondence and prepare responses to routine matters, refer other correspondence to appropriate individuals for response based on understanding the roles and responsibility of the Division.
• Assist with FOIL requests by obtaining records requested and redacting any personal or proprietary information.
• Arrange travel accommodations, maintain travel records, and complete travel vouchers for management.
• Plan employee engagement programs for the Division.
• Maintain knowledge of the activities of the Division and their organizational context in order support the effectiveness of the day-to-day operations.
• Help resolve day-to-day operational issues and coordinate information flow by acting as liaison among key executives, Division staff, employees, and outside entities when needed.
• Serve as a back-up to the 110 State Street Condominium Board Secretary.
• Visitor Management Liaison. Ensure all vendors and/or consultants are registered in the Visitor Management System.
• Personnel Liaison
o Work with Human Resources on hiring processes. Responsible for all on-boarding and off-boarding activities of staff members.
o Work with supervisors and Human Resources to ensure Probation Evaluations and Performance Evaluations are completed.
o Attend personnel Liaison meetings and share messages conveyed
• Serve as the Division’s Emergency Contact Liaison by maintaining accurate employee information.
• Management Services/Building Coordinator Liaison
o Coordinate the archiving of records
o Submit requests for changes to workstations or office space
o Coordinate office moves or reconfigurations with Management Services
• Purchasing Liaison
o Oversee the inventory of stocked or routinely used office supplies and replenish as needed
o Prepare Purchase Requests
o Reconcile P-Card transactions
• Serve as an IT Liaison by submitting any IT requests/needs and reviewing system accesses.

Additional Comments Desired Competencies:

· Excellent customer service skills and experience with interpreting and explaining established policies and procedures to customers.
· Strong writing skills with the ability to independently draft correspondence to various audiences.
· Experience in maintaining a high level of confidentiality.
· Demonstrated technological proficiency including Microsoft Excel, Word, and the ability to learn new technology for tasks assigned.
· Strong organizational skills and attention to detail is essential.
· Ability to meet deadlines, work under supervision, and take a highly detail-oriented approach to work.
· Promotes a positive commitment to the goals of the organization.
· Constructively manages interpersonal relationships.
· Exudes enthusiasm and encourages a positive work environment.

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

Name Erin M. Zielinski

Telephone 518-474-1924

Fax (518) 486-6723

Email Address recruit@osc.ny.gov

Address

Street Office of the State Comptroller, Office 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 above minimum qualifications to recruit@osc.ny.gov, no later than February 13, 2023. Reference Item #01258-OER-EMZ in the subject line and on the cover letter for proper routing.
If you have questions about this vacancy, please contact this Division representative:
Division contact: Leah Boggs, lboggs@osc.ny.gov

When responding, please include the reference number and letters listed in this section only. The OER ID # should not be included.