Minimum Qualifications Eligible for a lateral transfer or eligible for a 70.1 transfer by having one year of permanent competitive service in an appropriate title;
Reachable on the appropriate eligible list in Albany.
Duties Description The incumbent will supervise the Office Assistant 2 in the agency’s Document Services Unit within the Bureau of Management Services (BMS) Document Services and Operational Support. The Document Services Unit is a centralized full-service unit that is responsible for tracking, controlling and coordinating the Office's document management program and for the composition of efficient and economical documents.
The incumbent will be the agency liaison for all of the OTDA work that is produced through the Tax and Finance and OGS print shops.
Additional duties include but are not limited to:
• Monitor agency expenditures by comparing expenditures with established guidelines in relation to BMS, DSOS contracts;
• Assist Contract manager with new and existing BMS printing, envelope, and alternate format contracts;
• Research historical data and files to compile reports and information pertaining to contract expenditures;
• Act as liaison between district offices and OTDA program areas for local equivalent requests;
• Process local equivalent requests for cross agency forms;
• Assist in the review, design, and control of agency and cross agency forms;
• Review and revise policy and procedures manuals related to forms and printing;
• Coordinate projects with outside vendors. Ensure that jobs are produced and delivered as specified by the customer;
• Maintain the master list, print production files and databases of the thousands of forms, publications and documents used by OTDA, other State Agencies and local social services districts to administer programs;
• Monitor and maintain the inventory control level of thousands of forms, publications and documents used by OTDA, Other State Agencies, local social service districts and the Human Resources Administration (HRA) Warehouse in New York City;
• Initiate and process the necessary paperwork needed to sustain stock levels of forms and publications used by OTDA, Other State Agencies, local social service districts and the HRA Warehouse with appropriate vendors;
• Review and code invoices for contracts to ensure payments to vendors and other State Agencies are completed in a timely manner;
• Prepare and edit draft correspondence and other documents;
• Act as back up to Assistant Office Services Manager; and
• Other duties in support of BMS, as necessary.
Preferred Experience: Candidate should be well organized, pay close attention to detail, have some experience using formulas in Excel, and be able to work independently.
Additional Comments You must be a current New York State employee to apply for this position. A full-time, permanent appointment will be made. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Travel may be required.
Candidates should reference posting 21-122 when submitting your application. (Please DO NOT use the Vacancy ID number)
If submitting electronically, please reference posting 21-122 as part of your subject line.
Some positions may require additional credentials or a background check to verify your identity.
Notes on ApplyingTo apply, please send a cover letter and resume. Include a current, Civil Service title and grade level and clearly state how you meet the minimum qualifications.
You may be required to provide acceptable proof of education, experience, credential and/or license to demonstrate that you meet the minimum qualifications for appointment to this position.
Applicants will be required to prove their eligibility for employment based upon acceptance of a position in accordance with the Immigration Reform and Control Act of 1986.
If you are a retiree currently receiving benefits, indicate this and the name of the retirement system in your response.
In accordance with state law, Governor’s Executive Order No. 6 and Section 504 of the Federal Rehabilitation Act of 1973, as amended, the NYS Office of Temporary and Disability Assistance does not discriminate against disabled individuals. If you are disabled and require reasonable accommodation at the time of the interview, please contact the Office of Equal Opportunity and Diversity in Albany at (518) 473-6364.