Overview
From $86,681 to $109,650 Annually
110 State Street
Albany, NY 12236
Minimum Qualifications
You must be currently reachable on the appropriate eligible list for this title or eligible to transfer to this title under Section 52.6 of the Civil Service Law.
Transfer:
For 52.6 transfer to an Administrative Specialist 2, salary grade (SG)-23, you must have one year of permanent competitive, or 55-b/55-c service in an approved title for transfer allocated to an SG-21 or above
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)
Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade.
Duties
Personnel
Oversee Administrative Specialist 1 and Administrative Analyst Trainee and assist with complex issues relating to personnel activities for Division of 343 staff, including:
- Reviewing requests to fill vacancies to determine if they are in accordance with approved staffing plans and preparing justifications to fill vacancies.
- Preparing and initiating requests to fill vacancies.
- Obtaining and reviewing credentials, references, and other documentation to support transactions and decisions about hiring and promotion.
- Preparing classification packages including job descriptions, organization charts and justifications to support classification requests.
- Answering questions from managers and staff about personnel laws, policies, and practices.
- Monitoring the preparation of onboarding documentation including ServiceNow requests for equipment and network access for staff.
- Monitoring and reviewing transactions to ensure all are processed appropriately and timely related to staff changes, including promotions, transfers, separations and name/address changes and others.
- Administering and monitoring the performance evaluation program for staff, ensuring all information is accurate and up to date.
- Assisting with developing performance evaluations, training plans and documentation for disciplinary situations and terminations.
- Attending regular meetings as the Division’s Personnel Liaison to stay informed of Agency policies and updates to processes.
- Monitoring HR Liaison Team Room.
- Providing information about time and attendance, work schedules, employee benefits and work with the Office of Human Resources when obtaining assistance in resolving problems.
- Maintaining VRWS applications spreadsheet
- Maintaining staff extended leave spreadsheet.
- Maintaining Organization Charts, LGSA Directory, Seating Charts, Team Rooms, Email Groups and ServiceNow Staff Personal Records.
- Assisting Managers and Chiefs with canvass results adhering to Civil Service guidelines, hiring process and onboarding questions.
Procurement
Oversee Administrative Specialist 1 and Administrative Analyst Trainee and assist with the complex issues relating to procurement including the purchase of goods and services for LGSA’s central office and eight off-site offices including:
- Managing the procurement of goods and services, submitting purchase requests to The Division of Finance.
- Establishing and maintaining methods to track the lifecycle of procurements including, but not limited to identifying procurements set to expire, initiating renewals timely, and documenting the procurement approvals and decisions made. Address issues and concerns as necessary.
- Locating sources for goods and services and obtaining quotes when needed.
- Reviewing procurement documentation to ensure procurement protocols are followed and complete records are maintained.
- Directly working on procurements, vendor compliance, and payment issues of greater complexity and as needed to meet deadlines.
- Communicating LGSA’s requirements and priorities to the Bureau of Finance Services and obtaining information and statuses from Finance
- Meeting with vendors as needed.
- Authorizing purchase requisitions.
- Making credit card purchases.
- Reviewing and approving, and preparing, when necessary, SFS credit card reconciliations.
- Resolving issues with vendors and the Finance Office.
- Submitting appropriate ServiceNow tickets for required purchases.
- Providing direction, oversight, and training to team members to ensure understanding of procurement policies and consistent application of those policies.
Office and Facility Support
Work with Unit Manager to assist with facility support activities for LGSA’s central office and eight off-site office locations, including:
- Reviewing equipment and space needs and preparing space utilization plans.
- Working with Office of Management Services, OGS and CorCraft to arrange for the design, modification, and construction of regional office space requests.
- Coordinating with the Chief Information Office and others to ensure that all office equipment and network equipment are properly installed and operating and arranging for vendor repairs and replacements.
- Managing telecommunications programs by arranging for installation, maintenance, and modification of telephone and telecommunications systems.
Supervision
- Managing workload and staff assignments including the delegation, prioritization, and reprioritization of tasks and ensuring assignments are completed in a timely manner.
- Approving time off requests, telecommuting events and time sheets.
- Serving as a mentor for Administrative Specialist 1 and Administrative Analyst Trainee, providing on the job training and working to develop staff’s knowledge, skills and abilities.
- Preparing and delivering performance evaluations and providing guidance and coaching when appropriate, including making suggestions for appropriate training courses to enhance staff skills and abilities.
Knowledge, Skills & Abilities
- In-depth knowledge of LGSA operations and regional office facility management
- Strong organizational skills
- Strong interpersonal skills
- Strong analytical skills
- Good communication and listening skills
- Strong technical skills (including demonstrated experience with Microsoft Excel, Word, Access, Visio and other Division technology)
- Willingness to learn new skills and software
- Good work ethic
- Confidentiality
Additional Comments
Telecommuting
The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s primary residence location, duties, and work performance are aligned with telecommuting and operational needs they may be allowed to do so. Generally, OSC employees may telecommute up to 5 days per pay period but may be approved to telecommute less.
Reasonable Accommodation
The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924.
Equal Opportunity Employment
The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers.
Some positions may require additional credentials or a background check to verify your identity.
The Office of the State Comptroller (OSC) does not participate in E-Verify and does not sponsor visa applications.
OSC offers competitive salaries and benefits, and opportunities for advancement, continuing education, and professional development. We provide a professional environment where employees are encouraged to push themselves while maintaining work-life balance. Our generous benefits package includes:
- A state pension with vesting after five years’ service
- Comprehensive medical, dental and vision insurance available to all employees and their dependents
- Flexible spending accounts for dependent and health care
- Productivity Enhancement Program (PEP), allowing eligible employees to exchange previously accrued leave in return for a credit to be applied toward their health insurance
- Public Service Loan Forgiveness (PSLF)
- NYS Deferred Compensation plan
- Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
- Holiday and paid time off
- Shift and geographic pay differentials
- A committed continuous learning environment
- Informational Brown Bag sessions
- Wellness at Work Programs to promote employee health and wellness
- OSC Mentoring Program to network, contribute, and provide an opportunity to strengthen competencies in a variety of areas
And much more
Brittany Pebler
P: (518) 474-1924
F: (518) 486-6723
[email protected]
Division Contact
Vicki Kirchner
[email protected]
To Apply
Submit a clear, concise cover letter and resume stating how you meet the above minimum qualifications. Reference Item #03834-BEP on your cover letter for proper routing. Documents must be sent as unlocked and accessible attachments.