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Review Vacancy

Date Posted 09/14/21

Applications Due09/28/21

Vacancy ID91199

AgencyState Comptroller, Office of the

TitleAdministrative Specialist 2 - Item # 01577

Occupational CategoryAdministrative or General Management

Salary Grade23

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

Salary RangeFrom $73284 to $92693 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class 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? Yes

Telecommuting allowed? Yes

County Albany

Street Address 110 State Street

City Albany

StateNY

Zip Code12236

Minimum Qualifications Interested candidates must currently be reachable on the Administrative Specialist 2 eligible list or be eligible to transfer under section 52.6 of the Civil Service Law.

52.6 Transfer:

To be eligible to transfer under Section 52.6 of the Civil Service Law, an individual must have one year of permanent competitive service in a qualifying title allocated to a salary grade 21 or above.

Duties Description · Manage all personnel activities for the Office of Operations

· Review requests to fill vacancies to determine if they are in accordance with approved staffing plans. Assign to staff to initiate the request.

· For more complex staffing requests, research and identify alternate appointment methods and seek necessary approvals.

· Review duties statements submitted by bureaus for positions requested to fill to ensure that they are fully completed. This includes working closely with OHR to facilitate requests for further information/clarification to ensure that duties statements are in line with the civil service classification standard.

· Direct and oversee subordinates’ work with the Office of Human Resources in obtaining pertinent information regarding staffing procedures/guidelines and implementing those procedures/guidelines appropriately and accurately (e.g., ARTL lists, provisional appointments, rehire retirees, reinstatements, etc.).

· Determine and analyze which titles/appointments require special handling and oversees staff to ensure that proper requirements are met.

· Direct and oversee subordinate’s efforts to communicate staffing changes/updates to other units within the Office of Operations (OOO) (i.e., Bureau IT Liaisons, General Admin, supervisor of employee and bureau personnel contacts).

· Review and analyze employee and position data compiled by staff as requested by Division management.

· Review analysis, reports and communications prepared by staff relative to various staffing issues and make recommendations.

· Serve as Personnel Liaison and represent the OOO at meetings.

· Answer questions from program managers and staff.

· Monitor Operations’ positions to ensure that all items, holds, mis-assignments, etc. are appropriately assigned and tracked.

· Research, analyze, and identify solutions to various HR issues within OOO bureaus. Consult with OHR and ensure that solutions are appropriate and all policies and procedures are adhered to.

· On a bi-weekly basis, monitor, project and analyze bureaus’ current fill levels, requests to fill in process and expected upcoming vacancies to ensure that individual bureaus’ fill levels as well the OOO’s authorized fill level, as allocated by HR&A, are not exceeded.

· Manage and monitor the staffing requests submitted in the 2266 system to ensure that OOO bureaus’ staffing needs are met and that positions are filled timely. This includes managing multiple competing priorities and working with OOO Executives to identify current resource needs.

· Supervision, staff development and planning

· Direct and oversee the tasks of subordinate staff.

· Provide guidance and technical assistance to subordinate staff.

· Establish and promote effective communication to discuss work priorities, assignments, and encourage participation in the planning and completion of work tasks among subordinate staff.

· Periodically review and revise internal policies and procedures in order to improve efficiency and to ensure compliance with new rules and regulations.

· Provide opportunities to subordinates to demonstrate skills and knowledge

· Prepare probation and performance evaluation reports for subordinate staff.

· Onboarding and Offboarding for OOO

· Manage and monitor the onboarding and offboarding of staff within OOO, ensuring the requests to provision resources are entered timely and accurately by subordinate staff.

· Ensure that employee going on leave and employee returning from leave requests are entered timely and accurately in Service Now by subordinate staff.

· Business Application Permission Admin. for OOO

· Manage and monitor the provisioning of business application security, ensuring the requests to provision resources are entered timely and accurately by subordinate staff.

· Perform routine audits of completed requests to ensure accuracy and appropriateness of processing.

· Publishing for OOO

· Manage and monitor the internet and intranet publication services offered to OOO, ensuring services are performed timely and accurately by subordinate staff.

· Perform routine audits of completed requests to ensure accuracy and appropriateness of processing.

· Budgeting and financial planning for OOO

· Obtain and develop information to plan, prepare, and justify proposed and projected expenditures. Including managing and monitoring the OOO spending plan against current expenditures and encumbrances to ensure that the Office is not projected to exceed it allocation, using data from SFS.

· Reviews monthly report of expenditures and encumbrances for the OOO General Fund allocation, Abandoned Property Special Revenue Fund, and the Oil Spill Fund prepared by staff.

· Assess annual financial needs and proposals by reviewing spending needs submitted by OOO bureaus and work with OOO Executives to ensure that OOO’s general fund allocation is appropriately allotted to each bureau and resource needs are met.

· Summarize and prepare recommendations, justifications and reports for OOO Executives, OSC Finance Office, and OOO Bureau Management on any spending issues as needed.

· Runs queries and develops reports from data in SFS to analyze the OOO budget.

· Complete special projects for Assistant Comptroller and Executive Deputy Comptroller.

· Procurement and office support activities

· Direct and oversee activities related to:

· Identification of commodities and services

· Review of purchase requests

· Monitoring of processing of purchases.

· Follow-up with vendors to resolve issues.

· Preparation of cost/benefit analyses and the resolution of problems.

· Labor relations

· Attend bi-weekly meetings with OHR Labor Relations staff to discuss current log of labor relations issues. This may include following-up with bureau contacts on on-going issues and reporting back to Labor Relations.

· Maintain and update Operations Labor Relations Issues Log. This is updated bi-weekly.

· Serve as the OOO liaison between OHR Labor Relations staff and Operations staff/supervisors on labor relations issues.

Additional Comments Desired Competencies

· Ability to communicate articulately and effectively.

· Ability to manage staff in a professional, competent manner by clearly articulating requirements and directives in a clear, concise manner.

· Ability to identify problems and issues and propose solutions.

· Ability to understand the OSC and NYS hiring, civil service and OHR processes and ensure that effective communications are maintained with the OSC Division of Administration and Human Resources.

· Ability to ensure that projects are completed quickly and efficiently and that information is accurately conveyed.

· Ability to understand the OOO budget and expenditure process.

· Familiarity with onboarding and offboarding processes used to provision resources to staff.

· Familiarity with Statewide Financial Systems processes used to provision business application permissions.

· Familiarity with financial data stored within the Statewide Financial System.

· Familiarity with OSC tools, rules, and procedures related to intranet and internet communications.

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

Name Daniel Gibbs

Telephone (518) 474-1924

Fax (518) 486-6723

Email Address recruit@osc.ny.gov

Address

Street Office of Human Resources

110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

 

Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.ny.gov no later than September 28, 2021. Please reference Item # 01577-GOER-DG when responding.

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

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