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Company Name : State Comptroller, Office of the
Location : New York, NY 10038
Position : Administrative Specialist 1 – Item # 03028
Job Description : Candidates must be reachable on the appropriate Civil Service eligible list or a current NYS employee eligible for transfer under Section 52.6, 70.1 or 70.4 of the Civil Service Law. Depending on qualifications, candidates may be required to serve a 2 year traineeship that leads to the journey level grade 18 position.
70.1 Transfer:
To be eligible for a 70.1 transfer, a candidate must have one year of permanent competitive service in a 70.1 qualifying title.
52.6 Transfer:
To be eligible for a 52.6 transfer, a candidate must have one year of permanent competitive service in a 52.6 qualifying title.
70.4 Transfer:
One year of permanent competitive service in a position allocated to a SG-11 or higher, possess a Bachelor’s Degree from a regionally accredited college or university or one recognized by the New York State Education Department as following acceptable educational practices and have standing on the PATT or Professional Career Opportunities (PCO) eligible lists.
The traineeship would include SG-13 Trainee 1, SG-14 Trainee 2 and after successful completion of the two year traineeship advance to the SG-18 level.
55B/C eligible candidate with a Bachelor’s Degree.
Duties DescriptionSGA’s Evaluation Process/System
Manages and maintains the SGA’s evaluation system
Prepares reports for SGA Management on evaluations, as needed
Follow-up of overdue and missing evaluations
Desk Top Publishing
Using desktop publishing (Adobe Creative Suite) to accurately convert reports from Word to final documents.
Prepare standard reports by accessing data bases and formatting required data and helps issue draft and final reports to auditees.
Purchase of Goods and Services
Responsible for the purchase of goods and services in SGA’S New York City Office. Locates sources for goods and services.
Prepares cost/benefit analyses of goods and services.
Personnel Activities
Backup for preparing/submitting requests to fill vacancies for the Division.
Reviews requests to fill vacancies to determine if they are in accordance with approved staffing plans and prepares justifications to fill vacancies.
Assists with the canvassing of lists and coordination of interviews.
Obtains and reviews credentials, references, and other documentation to support transactions and decisions about hiring and promotion.
Provide operational support to the onboarding process, and also employee changes and separations.
Office Support Activities
Reviews equipment and space needs and prepares space utilization plans for SGA’s NYC Office.
Arranges for the construction and modification of offices. Assures that all equipment is properly installed and operating and arranges for vendor repairs and replacements.
Assists with telecommunications programs by arranging for installation, maintenance, and modification of telephone and telecommunications systems.
Assists with central files, printing, inventory, mail, and other support operations.
Performs various duties, including but not limited to: typing correspondence, greeting and directing visitors, answering reception telephone and taking messages, record keeping, and performing research on various administrative topics.
Create and maintain filing systems, both electronic and physical
Performs Staff Services for Executive Staff and Program Managers
Conducts special studies and research about issues and programs and prepares reports and recommendations.
Prepares written materials, including brochures, reports, and other material, about programs. Clarifies and interprets policies and procedures and assures policies and procedures are available for and sent to affected individuals and program.
Supervise Clerical Staff
Supervise Administrative Services support staff by performing the full range of supervisory activities, such as: preparation of performance plans and evaluations; providing guidance and support to clerical staff as needed; etc.
Manage staff work schedules, telecommuting, and workload and assignments to ensure adequate coverage to complete team assignments.
Manages the development of staffs’ knowledge and skills by creating training plans, cross training, and on-the-job training.
Additional CommentsPreferred Qualifications
1) Strong verbal and written communication skills
2) Strong capacity in preparing and evaluating tabular material
3) Strong analytical, problem solving abilities, and detail oriented
4) Excellent interpersonal, customer service and team-building skills
5) Proficient in use of technology, such as Microsoft Office Suite
6) Knowledge of the NYS Comptroller’s Office
7) Ability to manage multiple priorities
8) Ability to maintain confidentiality and exercise discretion
9) Ability to listen and respond to the need of the staff, and anticipate those of the office
10) Ability to work both independently and collaboratively in a team environment and demonstrate leadership potential
11) 3+ years administrative experience
This post is listed Under New York jobs
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