Review Vacancy
AgencyState Comptroller, Office of the
TitleProgram Aide - Item# 07348
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $46062 to $56107 Annually
Appointment Type Contingent Permanent
Minimum Qualifications Interested candidates must be reachable on the Program Aide eligible list or eligible to transfer under Section 70.1 of the Civil Service Law.
To be eligible for a 70.1 transfer to a Program Aide, SG-13, a candidate must have one year of permanent competitive service in a qualifying title allocated to a salary grade 11 or higher.
To determine if your title is eligible for transfer, please go to the GOT-IT website:
www.careermobilityoffice.cs.state.ny.us
Duties Description Provide Program Administrative Support
• Handle work assignments and program activities, including coordination and preparation of reports, obtaining information and reports from internal bureaus as well as external sources, tracking and monitoring the status of assignments and handling edits, as well as those delegated to direct reports to ensure assignment deadlines are met.
• Reviews, evaluates and analyzes reports and documents specific to the program as assigned.
• Manage NYSLRS’ biweekly paycheck distribution ensuring accurate and timely distribution of paychecks and safely secure paychecks for Division employees when absences arise.
• Maintain up-to-date (red) Emergency Management binders for Assistant Director and Director.
• Draft internal project documents and other relevant unit documents.
• Prepare materials for presentations and unit projects.
• Provide phone/mail coverage and forward correspondence to appropriate staff as needed.
• Prepare and edit draft correspondence and other documents as needed.
• Update and maintain Bureau documents (i.e. phone listings, schedules, agendas, cyclical calendar) and procedures and post revised information to Bureau Team Room for reference.
• Document, review and revise bureau procedure and policy manuals.
• Update and maintain Orientation Packet materials that are prepared for new employees to ASQP.
• Work as a team member including: answering questions, attending and participating in all bureau meetings, communicating information, as needed, with all co-workers in a respectful and appropriate manner. Share program goals and provide critical information to bureau members. In addition, participate in various agency and division initiatives as needed.
• Writes justifications for requests of the procurement of non-stock items requiring a Purchase Order.
• Schedule and coordinate meetings for Bureau Director and bureau staff; coordinate attendees’ schedules; contact attendees for additional information and changes as needed; arrange for rooms and ensure appropriate materials and equipment are available.
• Ensure that pertinent information for meetings is obtained and reviewed in advance by printing all meeting material, attaching any previous meeting minutes/action items. This requires a good understanding of the nature of the meetings.
• Assemble and coordinate background materials for meetings and conferences and handle the logistics.
• Complete miscellaneous tasks and assignments for Bureau Director and Assistant Director in a timely manner as necessary.
• Process, file and monitor various bureau specific memos and documentation.
• Handle other duties as assigned.
Assist with Division Strategic Management Assignments and Activities
• Assists in coordinating and tracking Division/Executive assignments with the senior management team and prepare responses to various Division activities such as the quarterly strategic priorities report, succession plan, strategic risk assessment, internal controls certification, budget narrative, etc.
• Conduct research and benchmark with relevant stakeholders.
• Draft internal project documents and other relevant unit documents.
• Manage monthly Division Team Meetings, prepare agendas, and serve as recorder and Bureau representative.
• Serve as Division annual SEFA representative for ASQP and Executive Bureaus. Share program goals, and provide critical information to each bureau member.
Assists with Bureau Programmatic Activities
• Plan, coordinate, and provide logistical support for project development activities related to training, work force development, Personnel, BCCP, quality performance initiatives, and employee engagement programs.
• Assist with designing and delivering presentations, information sessions, and/or classes for internal customers.
• Provide analytical and administrative support such as initiating/monitoring staff surveys, compiling and analyzing results, and answering questions.
• Assist with personnel transactions, purchasing and building activities.
Manages computer security (software and hardware needs), NYSLRS bulletin board and program specific databases with appropriate authority
• Utilizes the Support Services Work Flow application in Lotus Notes and ServiceNow to coordinate computer security, software installation and hardware needs of new hires and existing staff with various ITS/CIO teams.
• Manages and monitors Division postings requested for the NYSLRS bulletin board and secures necessary approvals.
• Reviews and updates bureau policies on NYSLRS policy database.
• Ensure all pages on Agency’s intranet site that the ASQP bureau is responsible for are accurate and functional.
Additional Comments Knowledge, Skills, and Abilities
• Strong organizational and interpersonal skills.
• Flexibility and responsiveness.
• Proficient with Microsoft Office applications and Office 365.
• Capable of quickly learning and adapting to new software applications.
• Professional and confidential manner.
• Effective oral and written communication skills.
• Ability to establish working relationships with a variety of people at all levels of the organization.
• Ability to work on multiple projects with different managers, prioritize tasks and meet deadlines.
Some positions may require additional credentials or a background check to verify your identity.
Email Address recruit@osc.state.ny.us
Address
Street 110 State Street, 12th Floor
Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.state.ny.us no later than April 28, 2019. Please reference Item #07348 – GOER-JAM when responding. The GOER Vacancy # should not be included.