Review Vacancy
AgencyAttorney General, Office of the
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $44274 to $53927 Annually
Minimum Qualifications Open to NYS employees with one year of permanent or contingent permanent status as a Program Aide or in a title designated appropriate for Section 70.1 transfer of the Civil Service Law. Candidates reachable on the eligible list for this title will be considered through a canvass and do not need to apply.
Duties Description Reporting to the Bureau Chief of the Real Property Bureau the incumbent serves as the Bureau Records Manager overseeing case file records from their creation and preservation through to disposal in support of the acquisition and disposition of real property activities carried out by professional staff.
The Program Aide will assist Bureau Management in the establishment and continued monitoring of a records management system, including overseeing the switch from paper to electronic record-keeping. This system will be used to identify, store, circulate and dispose of records. Additional duties include but are not limited to:
• Compile statistics from Access into reports for Bureau professional staff containing the letting and certification dates received, and any changes to existing case file dates. Review reports and notify attorneys of any changes in certification dates. Monitor and track case assignments and review of documents by attorney and title searchers.
• Review property maps to generate file numbers based on Project Information Numbers (PIN). Ensure that PIN is current and matches the documentation received.
• Oversee the management of electronic and/or paper-based information (archives and current) and manage the changeover from paper to electronic records systems.
• Assist in the design and development and implementation of filing systems which will preserve archival records safety and storage.
• Follow prescribed retention and disposal schedules for documents.
• Advise on new records management policies, providing a framework to guide Bureau staff in the management of their records and use of the Bureau’s records system.
• Monitor and evaluate the records intake process & recommend ways to improve flow of paper & electronic records.
• Monitor and evaluate database entries to identify any errors and/or deficiencies.
• Ensure that clerical staff is properly trained in the type of documents they are assigned to intake, and provide training on any procedural changes that occur as a result of changes to the intake process.
• Respond to information enquiries, giving appropriate access to information.
• Ensure compliance with relevant legislation and regulations.
• Perform other duties as assigned.
Additional Comments The Office of the Attorney General is an equal opportunity employer and is committed to workplace diversity.
Some positions may require additional credentials or a background check to verify your identity.
Email Address william.harrison@ag.ny.gov
Address
Street Office of the Attorney General, Human Resources Managment Bureau
The Capitol
Notes on ApplyingPreferred method of applying is via e-mail. Please include vacancy ID #46870, current resume including the Civil Service title you are seeking a transfer from.