Please note: State agencies that contact job applicants do not usually request personal or financial information via text message or over the phone in connection with your response to a job posting. If you are contacted for such information by these methods, or any other method, please verify the identity of the individual before transmitting such information to that person.

Review Vacancy

Date Posted 09/21/17

Applications Due10/06/17

Vacancy ID44000

AgencyState Comptroller, Office of the

TitleSecretary 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $49083 to $61300 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 110 State Street

City Albany

StateNY

Zip Code12236

Minimum 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.

Duties Description Administrative Support
• Performs all general secretarial duties for the Director of Human Resources
• Schedules a large volume of appointments/meetings, prepares folders and materials for meetings
• Maintains Director’s calendar as well as action items and follows up, as appropriate
• Answers a large volume of incoming calls and assists customers with questions in the Director’s absence or forwards as appropriate
• Responsible for making training/conference travel arrangements for Director, other HR&A Executives and OHR staff as needed and processes final expense/travel vouchers
• Independently drafts a variety of correspondence such as meeting minutes, reports, PowerPoint presentations, Excel spreadsheets, charts, etc.
• Drafts correspondence for the Director’s review and signature
• Reviews electronic time sheets from the Director’s direct reports for accuracy and submits to Director for final approval
• Executes at the Director’s request appropriate direction, action and/or information to staff/team members, and follows up as necessary
• Works with Deputy Comptroller’s assistant to follow-up on pending assignments. Tracks staff assignments and executive correspondence requiring the Director and Deputy Comptroller’s attention. Works in partnership with Deputy Comptroller’s assistant, performing all secretarial duties and providing backup, as necessary
• Prepares Budget Director Approvals (BDA) for Deputy Comptroller’s review and signature and submits electronically to the Division of Budget (DOB). Independently tracks the BDA throughout the approval process; provides status updates for all BDAs to management upon request
• Maintains and updates the Agency Exempt Roster and all associated transaction logs

General Office Support
• Responsible for all purchasing transactions for OHR utilizing purchasing card or purchase request
• Works closely with all OHR units, assisting with preparation and action items of meetings and minutes
• Schedule webinars and teleconferences on behalf of OHR, upon approval from the Director of OHR
• Works with OHR staff and division Personnel Liaisons to assist with on-boarding exempt employees
• Assists the Human Resources Receptionist in preparing Personal History Files (PHF) for review by employees and approves the placement or removal of documents in individual PHF’s
• Works with the Department of Civil Service Helpdesk to provide OSC staff with NYSTEP access
• Manages the Personnel Liaison Team Room (including the review and posting of all requested information to the team room, drafting documents for the team room upon OHR Management request, etc.), schedule meetings, prepares agendas, and follows up on action items from meetings
• Updates and maintains the OHR phone list
• Provides back-up assistance to the OHR Receptionist when necessary

Additional Comments DESIRED COMPETENCIES:
• Excellent customer service skills and experience, both in person and over the phone
• Excellent organizational skills and attention to detail
• Demonstrated experience with maintaining a high degree of confidentiality
• Demonstrated organization savvy using knowledge of the workings, structure and culture of the organization to effectively solve problems, achieve goals, and accomplish daily work responsibilities; willingness to gain a deeper understanding of the organization
• Ability to flourish in a fast paced environment that requires significant multi-tasking and changing priorities Excellent interpersonal skills and ability to work collaboratively with others
• Ability to maintain high volume, highly visible electronic and paper files in a precise and efficient manner
• Demonstrated technology proficiency in Microsoft Office Suite, including Excel, Word, Visio, and Power Point with the ability to create charts, graphs, and other visuals for the presentation of data
• Demonstrated experience independently drafting correspondence to audiences at various levels internally and externally to the organization
• Excellent oral communication skills and ability to present information to others, both individually and in group settings in a clear, concise manner
• Excellent written communication skills
• Demonstrated initiative in professional development
• Demonstrated ability to work independently
• Good time & attendance habits

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

Name Joanne F Pirfo

Telephone (518) 474-1924

Fax (518) 486-6723

Email Address recruit@osc.state.ny.us

Address

Street Office of Human Resources

110 State Street

City Albany

State NY

Zip Code 12236

 

Notes on ApplyingInterested candidates should submit a cover letter and resume to recruit@osc.state.ny.us no later than October 6, 2017. Please reference Item # 00087– GOER-JFP 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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