Position Information

NY HELPNo

AgencyState, Department of

TitleBusiness Document Specialist 3; Vacancy: 200883

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $56506 to $68630 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

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

Location

County Albany

Street Address 99 Washington Avenue

City Albany

StateNY

Zip Code12231

Job Specifics

Duties Description The Business Document Specialist 3duties in Corporations, State Records, & Uniform Commercial Code (UCC)
will include but are not limited to the following:
• Monitor the processing and completion of work, ensuring that each employee completes their scheduled responsibilities daily.
o Ensure that requests received by the Division are processed in the order of receipt unless expedited processing is requested.
o Verify that the totals of documents received are accurate and recorded properly.
o Assign work to staff. Work is assigned in a manner to assure that the unit priorities are met regarding a timely response to filings and requests.
• Provide employees with clear directions and give accurate and up-to date information.
o Aid subordinates in resolving any difficulties they may endure with their tasks.
o Organize routine documents to ensure they are created and processed in the order they were received.
o Identify discrepancies within staff reconciliation and correct or elevate to a higher authority to resolve.
• Observe and monitor subordinates’ performance and prepares evaluations objectively.
o When necessary, meet with employees to discuss and ultimately eliminate errors.
o Evaluate employees’ performance and ensure their work meets expectations and performance measures for quality and quantity.
o Counseling employees who fail to comply with statutory and departmental policies and procedures or fail to meet performance measures.
o Monitor time and attendance including verifying accuracy of time records. Time sheets are reviewed, noting any discrepancies or potential problems.
• Maintain statistical information on work received, processed, and backlogs. The statistical information must be accurate and up to date.
o Monitoring productivity in addition to type and rate of errors.
o Arranging for necessary resources or additional training.
o Anticipate and report unit staffing needs based on approved time off and amount of work received.
• Interview potential employees and train new employees.
o Conduct interviews for vacant positions within the assigned unit.
o Create and/or provide new employees with detailed training and reference materials.
o Develop and implement training as needed.
• Explain and defend processing standards and Departmental policies and procedures.
o Prepare written correspondence to explain errors or filing deficiencies to customers or their representatives.
o Answer and assist with difficult/complex calls and emails.
o Answer and assist with difficult/complex inquiries at the customer service counter.
• Maintain and update unit policies and procedures as needed.
o Collaborate with other unit supervisors, if applicable, to recommend any updates or suggested changes to policies or procedures to reduce or eliminate inefficiency.
o Provide to staff information relating to changes to existing policies or procedures.
• Create and process documents and requests as needed to alleviate backlog.
• Oversee and assist with opening, sorting, counting and distribution of correspondence.
• Answer phone calls elevated to a higher authority and provide accurate and descriptive information.

Minimum Qualifications COMPETITIVE MINIMUM QUALIFICATIONS:
Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-12 or higher and otherwise eligible for transfer under Civil Service Law.

A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.


52.7 NON-COMPETITVE PROMOTON (NCP) QUALIFICATIONS:
If there are no more than three qualified candidates in the promotion field for this position, the agency will request approval from the Department of Civil Service to fill this position via a Non-Competitive promotion (NCP) examination, pursuant to Section 52.7 of the Civil Service Law. In order to be eligible for the NCP, the candidate must be a current Department of State employee and have one year or more of qualifying permanent service as a Business Document Specialist 2 and must not have failed the last holding of the promotion examination for the title listed above. Civil Service may approve the permanent appointment of one of the qualified Business Document Specialist 2 without further examination.

Note: Non-Competitive refers to not competing in an examination; the appointment will be competitive.

The minimum qualifications for NCP appointment are:

One year of permanent or contingent permanent service as a Business Document Specialist 2

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

PROVISIONAL QUALIFICATIONS:
Based on the results of the canvass of the current eligible list for the Business Document Specialist 3 the Department may elect to make a provisional appointment to this position rather than a permanent appointment. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Business Document Specialist 3 exam and be reachable for appointment from the newly established eligible list.

The minimum qualifications for Provisional appointment are:

One year of permanent, contingent permanent, or 55 B/C service as a Business Document Specialist 2.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

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

How to Apply

Name Human Resources / CC

Telephone 518-474-2752

Fax 518-402-3656

Email Address HRM.Recruitment@dos.ny.gov

Address

Street 99 Washington Avenue

Suite 1150

City Albany

State NY

Zip Code 12231

 

Notes on ApplyingIf you are interested and meet the minimum qualifications above, email your cover letter, resume, degree/transcript, and New York State Part 1 Application (https://dos.ny.gov/employment-opportunities) to HRM.Recruitment@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.