Review Vacancy
AgencyTaxation & Finance, State
TitleSenior Administrative Analyst (NY HELPS)
Occupational CategoryOther Professional Careers
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $53764 to $85138 Annually
Duties Description 1. Provide professional administrative support to the Criminal Investigations Division (CID) Central Management Team as well as CID Field Audit Management.
2. Monitor the onboarding and offboarding of CID staff and work with CID Field Audit Management and administrative staff to adopt and implement best practices associated with onboarding/offboarding activities.
3. Develop and maintain training procedures and guidelines for CID.
4. Manage administrative staff billing activities related to cigarettes, tobacco, and adult use cannabis. Prep AUC and cigarette cases to billing.
5. Assist in AUC cigarette negotiations as needed
6. Gather information and data for various projects upon request. Assist CID Special Projects with data analysis
7. Communicate effectively, both verbally and in writing, to handle inquiries and provide information to the public and Department personnel, other divisions, internal and external contacts.
8. Maintain confidential documents, information, and files in both electronic and paper formats.
9. Respond to inquiries in a timely and professional manner.
10. Supervise clerical staff including mentoring staff and preparing staff evaluations of staff performance.
11. Operate office equipment such as printers, photocopiers.
12. Utilize a personal computer including an alpha numeric keyboard and appropriate software; Proficient in the use of various software applications such as Microsoft Office – including Excel, Word, Outlook, and PowerPoint, and department computer systems.
13. Create, organize and maintain files, workflow, logs, protocols and procedures, both electronic and paper based; maintain automated and manual tracking systems
14. Oversee the preparation of outgoing mail: including sorting and distributing incoming mail, photocopying and scanning documents and organizing large volumes of documents
15. Demonstrate knowledge, understanding and the correct application of standard office procedures.
16. Collaborate constructively with other staff to identify problem areas and resolve issues.
17. Coordinate and track purchase requests
18. Process payments and transmittals to banks, acknowledge and complete transmittals upon receipt from the bank.
19. Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures. Maintain familiarity and strict adherence to all official rules, policies, and procedures, as well as those relating to secrecy and computer security. Must adhere to department time and attendance rules and regulations.
Desired Competencies:
• Proficiency using CID’s case management system, Law Manager
• Strong interpersonal skills
• Excellent time management skills
• Strong problem solving and organizational skills
• Ability to work well in a team
• Strong work ethic and self-motivated
• Positive attitude
Illustrative Tasks / Duties – Senior Administrative Analyst – CID
1. Supervise clerical staff, including, assign and delegate tasks, review work for completeness and accuracy, monitor time and attendance, prepare performance evaluations, and ensure staff is adequately trained.
2. Prepare attendance sheets / roll call / telecommuting
3. Process remittances (REMT) and update the case management system.
4. Organize and track all office supplies; coordinate and track purchase requests.
5. Answer telephone calls and respond to emails effectively in a professional and timely manner.
6. Schedule appointments and meetings using various office tools.
7. Prepare, proofread, review and correct various correspondence, documents, records and other written material.
8. Assist with on-boarding and off-boarding of staff.
9. Assist with manual mailings.
10. Handle all incoming and outgoing mail and packages.
11. Photocopy and collate materials as directed.
12. Assist with Help Desk duties.
13. Maintain and file closed case files and closing agreements. Prepare and track transfers of closed case files to the central storage facility. Coordinate between Office of Counsel and the District Offices for DTA requests for files.
14. Scan closed civil X# files for uploading to eMPIRE.
15. Scan various documents and upload them to CID’s case management system.
16. Prepare monthly management reports and distribute as requested by management.
17. Identify and reconcile restitution payments made on closed cases and update the case management system
18. Monitor various workflow mailboxes. Create associated assessments (TX 106) in CARTS system as requested. Update the case management system with the posted assessment and provide to the assigned auditor.
19. Complete mandatory employee and/or supervisory training.
20. Adhere to secrecy provisions and confidentiality with all sensitive materials.
21. Assist with division self-inspection program reviews. This can include: (a) conducting an inventory at evidence rooms located in the offices, computer forensic lab and CID warehouse;
(b) performing a review of sample items and tests of property stored in the evidence rooms at the various offices, computer forensic lab and CID warehouse, including physical property, documentation, and the evidence tracking system; (c) conducting various internal control reviews designated by management within the case management system; and (d) conducting vehicle usage self-inspections, including the review of the vehicle use logs, GPS data, toll charges, and entries made by staff in the case management system.
Minimum Qualifications The ability to fill this position is subject to DOB guidelines for processing personnel transactions. Note: A budget waiver is not required to fill positions via transfer to lateral or downward level positions within the same Department or to change line items within the same funding source. The selected candidate must be eligible for appointment in accordance with the provisions of the Civil Service Law, Rules, and Regulations.
If mandatory rehiring lists exist for this title, appointment other than reassignment must be made from these lists. If there are no acceptors from these lists, appointment may be made using the following:
Eligibility for appointment:
a) New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS);
b) Employees who are currently serving in the same title are eligible for reassignment without change in title or status;
c) Candidates reachable on the appropriate eligible list for this title and location;
d) Employees eligible for transfer.
e) This position may be filled as a two-year traineeship. Note: Advanced Placement in a traineeship is at the discretion of the hiring agency.
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS):
For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
Non-Competitive Minimum Qualifications:
This position may be filled as a traineeship. Appointment level is at the discretion of the hiring agency.
Trainee 1, equated to SG-14: Starting salary is $53,764,
Trainee 2, equated to SG-16: Starting salary is $59,994
Successful completion of a two-year traineeship will lead to SG-18: Starting salary is $66,951.
An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.
Six years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.
*Foreign degrees must have an approved evaluation: https://www.cs.ny.gov/jobseeker/degrees.cfm
Competitive Minimum Qualifications:
Current NYS employee eligible for 70.1 transfer under the provisions of NYS Civil Service Laws, Rules, & Regulation.
OR
Immediately reachable on the appropriate eligible list for this title and location.
Additional Comments Schedule and telecommuting opportunities to be discussed at interview.
New York State is an equal opportunity employer. It’s the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.
Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation & Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation & Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).
Some positions may require additional credentials or a background check to verify your identity.
Email Address External.Application@tax.ny.gov
Address
Street W.A. Harriman State Campus, Bldg. 9
Building 9, Room 256
Notes on ApplyingQualified candidates should copy the below web address into your browser to complete the online application for the Department of Tax and Finance. Within the application you will attach your resume, unofficial transcripts, and cover letter.
https://www7b.tax.ny.gov/HELP/gateway/HELP.home
UNOFFICIAL TRANSCRIPTS OR DIPLOMA MUST BE INCLUDED WITH YOUR NY HELPS
APPLICATION AND SHOW THE FOLLOWING:
•Your name
•School name
•Degree concentration or major
•Degree was awarded
•Date degree was awarded
Foreign degrees must have an approved evaluation:
https://www.cs.ny.gov/jobseeker/degrees.cfm
**Current and former NYS employees may be contacted for your Social Security Number for verification purposes. **