Review Vacancy
AgencyState Comptroller, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $50547 to $61229 Annually
Appointment Type Contingent Permanent
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.
Email Address recruit@osc.ny.gov
Address
Street Office of Human Resources
110 State Street, 12th Floor
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.