Review Vacancy
AgencyState Comptroller, Office of the
TitleAdministrative Assistant 2, Item # 05817
Occupational CategoryAdministrative or General Management
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $56375 to $70407 Annually
Appointment Type Contingent Permanent
Workday
Minimum Qualifications Noncompetitive Qualifications:
Two years of secretarial experience OR satisfactory completion of a two-year course in secretarial science from a business school registered with NYS Education Department or from a NYS Community or technical institute recognized by the NY Education Department as following acceptable Education practices OR a satisfactory combination of the above qualifications.
Please Note: Interview selection is based SOLELY on the information you provide in your cover letter about how you meet the qualifications above. Incomplete or vague information will not be viewed in your favor.
Duties Description Assistant to the Director of Labor Relations
• Read, analyze, and determine if any emails for the Director of Labor Relations require a response. Follow-up to ensure emails are replied to promptly.
• Manage the Director of Labor Relation’s calendar by scheduling meetings and communicating any changes to necessary staff.
o Prepare the necessary folders for all meetings.
o Prepare agendas, meeting minutes, follow-up on action items and handle all logistics.
o Assemble background materials such as emails, reports, notes, folders, etc. to prepare for meetings.
o Provide assistance in keeping the Director on schedule.
• Arrange travel accommodations and complete travel vouchers for the Director of Labor Relations.
• Assist with quarterly Health and Safety committee meetings.
o Schedule meetings
o Solicit agenda items and follow up on action items from previous meetings.
o Take minutes during the meeting and prepare a draft for the Director of Labor Relations review.
Labor Relations Unit Support
• Screen telephone calls, answer routine inquires and refer calls to Labor Relations staff for assistance as needed.
• Monitor the Labor Relations email and answer/refer emails to staff as needed.
• Manage the calendars of Labor Relations staff and schedule meetings as appropriate.
• Prepare email, routine correspondence, memos, reports, and spreadsheets for Labor Relations staff review.
• Draft the monthly Human Resources report for Labor Relations for review by the Assistant Director of Labor Relations.
• Review all outgoing correspondence for the unit to ensure proper formatting, correct grammar, spelling, punctuation, titles, dates, case numbers, references, factual correctness, policy information and that appropriate enclosures are attached.
• Develop, maintain, and update administrative forms and office procedures for the Labor Relations unit.
• Create and maintain electronic and hard copy files on all cases, meetings, and subjects. Organize and transfer hard copy files to storage to keep for historical purposes or arrange for destruction of files after the appropriate allotted amount of time.
• Take notes and draft witness statements for Labor Relations staff review.
• Scan and save all incoming and outgoing correspondence electronically.
• Maintain the electronic Labor Relations database (LRTS) by opening cases, making updates, closing cases, and printing biweekly reports. Send Labor Relations staff notifications for new cases.
• Scan and enter out of title grievances into NYSTEP.
• Transfer electronic interrogation recordings to employee case files and send to union/employee as requested. Transcribe interrogations as needed.
• Save copies of counseling memos to employee case files and ensure they are placed in employee’s Personal History Folder (PHF).
• Mail, email, and fax correspondence as needed for the Labor Relations unit.
• Arrange travel accommodations and complete travel vouchers in the State Financial System (SFS) for Labor Relations staff, as needed.
• Draft and submit purchase requests for all invoices and expenses of the Labor Relations unit.
• Maintain a tracking system for Employee Organizational Leave (EOL) by logging in EOL codes and time used by employee.
• Assist in preparation for arbitrations and/or hearings by creating folders with organized evidence and exhibits.
• Other projects and duties as needed.
Labor Management
• Assist with the quarterly Labor Management meetings with CSEA and PEF.
• Take minutes during the meeting and prepare a draft for the Assistant Comptroller of Human Resources to review.
• Serve as backup for the assistant to the Assistant Comptroller of Human Resources
General DHR Support
• Serve as backup to the DHR executive secretaries and DHR receptionist by providing phone coverage and answering and routing phone calls.
• Review Personal History Files (PHF’s) that are requested by OSC staff to ensure all confidential information is in a separate file and/or redacted before they are reviewed by the requestor. Give folder to the Director of Human Resources for final review before meeting with requestor.
• Meet with OSC staff who have requested to review a PHF. Typically, the Labor Relations secretary will sit with employees and/or supervisors who have active or potential Labor Relations cases.
• Assist DHR receptionist with filing papers into employees PHF’s.
• Other projects and duties as needed.
Additional Comments DESIRED COMPETENCIES:
• Ability to work in a Team environment and independently, if needed
• Excellent interpersonal skills
• Ability to communicate with supporting units/divisions.
• Ability to organize and set priorities when working on multiple tasks.
• Experience with Microsoft Office Suite (i.e., Excel and PowerPoint)
Telecommuting:
The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s duties and work performance are aligned with telecommuting they may be allowed to do so. Upon approval to telecommute, OSC employees may telecommute up to 5 days per pay period.
Reasonable Accommodation:
The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924.
Equal Opportunity Employment:The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers.
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
Notes on ApplyingSubmit a clear, concise cover letter, resume, and a completed copy of this template: https://www.osc.state.ny.us/files/Jobs/docs/05817-07005-administrative-assistant-2-mq-template-11-2023.docx via email to recruit@osc.ny.gov no later than May 1, 2024. Documents must be sent as unlocked and accessible attachments.
Reference Item?#05817 - JFP ?in the subject line of your email and on your cover letter for proper routing
Important Notes: To access the required template, copy the link above and paste it into your web browser, then download, complete, and save to submit with your email response. You MUST complete the linked template in full to demonstrate you meet the minimum qualifications for this position. Interview selection is based SOLELY on the information you provide in this document, incomplete or vague information will not be viewed in your favor.
If you have questions about this vacancy, please contact this Division representative:
Division contact: Beverly Jones, bjones@osc.ny.gov