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Review Vacancy

Date Posted 09/12/18

Applications Due09/26/18

Vacancy ID58888

AgencyState Comptroller, Office of the

TitleHead File Clerk - Item #07731

Occupational CategoryAdministrative or General Management

Salary Grade17

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $53568 to $68192 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 7 AM

To 3 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Riverview Center / 150 Broadway

City Menands


Zip Code12204

Minimum Qualifications Interested candidates must be reachable on the Head File Clerk eligible list or eligible to transfer under Section 70.1 of the Civil Service Law.
To be eligible for a 70.1 transfer, candidates must have one year of permanent competitive service in a qualifying title allocated to a grade 15 or higher.

Duties Description • Oversee the receipt, storage and eventual disposition of records.

• Requests are received, reviewed, prioritized and delegated to clerical staff.

• Prepare retention and disposition schedules according to established guidelines and submit proposed schedules to the State Archives.

• Work with agency and Archives staff to help determine the appropriate time frame for proposed schedules.

• Work with State Records Center staff to ensure proper storage and disposition of records held off site.

• This includes records retention schedules, general information, procedures, and guidelines for various technologies.

• Create and maintain a shared drive for agency customers for their Records Management needs.

• Records Management -Assists Agency staff with determining the appropriate records series, retention schedule and filing system.

• Reviews records and ensure secure disposal of out-of-date documents.

• Work with Archives staff to ensure proper procedures are met when transferring documents to them for permanent retention.

• Maintain the records inventory and locations and transfer of records.

• Reviews transfer lists, retention schedules and works with our customers to develop knowledge of our process and managing their records- (including records series, retention schedules, and storage procedures).
• Track and approve destruction and shredding of records.

• General oversight of three staff. This includes, but is not limited to, training of new employees and ensuring current staff are aware of procedural changes.

• Endure staff adhere to the Department’s time and attendance policy.

• Approves time off to ensure proper coverage.

• Works closely with Human Resources” staff to ensure personnel procedures are met.

• Resolves personnel problems and completes performance plans for staff.

• Assigns daily work, ensuring proper coverage of all duties. Review of clerical work for accuracy.

• Review of clerical work for accuracy.

• Supervision: Direct-incumbent directly supervises the activities, tasks and work behavior of subordinate staff assigned to the same unit, program or title series.

• Supervision: Indirect- incumbent supervises or manages staff through other supervisors and managers.

Additional Comments Desired Competencies :
• Strong Organizational Skills, Attention to Detail is Critical
• Strong Communication Skills; with Management. OSC staff, and Records staff
• Able to physically move boxes of records, as needed
• Records management background would be a plus, but not required
• Supervisory experience desired, although willing to train qualified applicant
• Knowledge Microsoft Office

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

Name Nickie Scavullo

Telephone (518) 474-1924

Fax (518) 486-6723

Email Address


Street 110 State Street

City Albany

State NY

Zip Code 12236


Notes on ApplyingInterested candidates should submit a cover letter and resume to no later than September 26, 2018. Please reference Item #07731 – NAS when responding.
When responding, please include the reference number and letters listed in this section. The Vacancy ID # should not be included.

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