Duties 

Assistant to the Director of Labor Relations

• Read, analyze, and determine if any emails for the Director of Labor Relations require a response. Follow-up to ensure emails are replied to promptly.
• Manage the Director of Labor Relation’s calendar by scheduling meetings and communicating any changes to necessary staff. 
• Prepare the necessary folders for all meetings. 
• Prepare agendas, meeting minutes, follow-up on action items and handle all logistics.
• Assemble background materials such as emails, reports, notes, folders, etc. to prepare for meetings.
• Provide assistance in keeping the Director on schedule.
• Arrange travel accommodations and complete travel vouchers for the Director of Labor Relations.
• Assist with quarterly Health and Safety committee meetings.
• Schedule meetings.
• Solicit agenda items and follow up on action items from previous meetings.
• Take minutes during the meeting and prepare a draft for the Director of Labor Relations review.

Labor Relations Unit Support

• Screen telephone calls, answer routine inquires and refer calls to Labor Relations staff for assistance as needed.
• Monitor the Labor Relations email and answer/refer emails to staff as needed.
  Manage the calendars of Labor Relations staff and schedule meetings as appropriate.
• Prepare email, routine correspondence, memos, reports, and spreadsheets for Labor Relations staff review.
• Draft the monthly Human Resources report for Labor Relations for review by the Assistant Director of Labor Relations.
• Review all outgoing correspondence for the unit to ensure proper formatting, correct grammar, spelling, punctuation, titles, dates, case numbers, references, factual correctness, policy information and that appropriate enclosures are attached.
• Develop, maintain, and update administrative forms and office procedures for the Labor Relations unit.
  Create and maintain electronic and hard copy files on all cases, meetings, and subjects. Organize and transfer hard copy files to storage to keep for historical purposes or arrange for destruction of files after the appropriate allotted amount of time.
• Take notes and draft witness statements for Labor Relations staff review.
  Scan and save all incoming and outgoing correspondence electronically.
• Maintain the electronic Labor Relations database (LRTS) by opening cases, making updates, closing cases, and printing biweekly reports. Send Labor Relations staff notifications for new cases.
• Scan and enter out of title grievances into NYSTEP.
• Transfer electronic interrogation recordings to employee case files and send to union/employee as requested. Transcribe interrogations as needed.
• Save copies of counseling memos to employee case files and ensure they are placed in employee’s Personal History Folder (PHF).
• Mail, email, and fax correspondence as needed for the Labor Relations unit.
• Arrange travel accommodations and complete travel vouchers in the State Financial System (SFS) for Labor Relations staff, as needed.
• Draft and submit purchase requests for all invoices and expenses of the Labor Relations unit.
• Maintain a tracking system for Employee Organizational Leave (EOL) by logging in EOL codes and time used by employee.
• Assist in preparation for arbitrations and/or hearings by creating folders with organized evidence and exhibits.
• Other projects and duties as needed.

Labor Management

• Assist with the quarterly Labor Management meetings with CSEA and PEF.
• Take minutes during the meeting and prepare a draft for the Assistant Comptroller of Human Resources to review. 
• Serve as backup for the assistant to the Assistant Comptroller of Human Resources

General DHR Support

• Serve as backup to the DHR executive secretaries and DHR receptionist by providing phone coverage and answering and routing phone calls. 
• Review Personal History Files (PHF’s) that are requested by OSC staff to ensure all confidential information is in a separate file and/or redacted before they are reviewed by the requestor. Give folder to the Director of Human Resources for final review before meeting with requestor.
• Meet with OSC staff who have requested to review a PHF. Typically, the Labor Relations secretary will sit with employees and/or supervisors who have active or potential Labor Relations cases.
• Assist DHR receptionist with filing papers into employees PHF’s.
• Other projects and duties as needed.