Program Aide, (NY HELPS) SG-13 Item #07348

Do you want a career with a purpose that provides work/life balance? Apply today to join the Office of the New York State Comptroller.

No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program:

Non-Competitive Qualifications for appointment under NY HELPS Program:
Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Competitive Minimum Qualifications:
You must be currently reachable on the appropriate eligible list for this title, eligible under the 55 b/c
program (see below), or eligible to transfer to this title under Section 70.1 of the Civil Service Law.

For 70.1 transfer to a Program Aide, SG-13, you must have one year of permanent competitive service in an approved title allocated to SG-11 or above.

To determine if you your current Civil Service titles 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.

55-b/c:
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
For more information on this program, please visit the NYS Department of Civil Service website, 55b/c Recruitment Resources Center (ny.gov)

Non-Competitive Promotion (NCP) Qualifications:
You must be a qualified employee of the Office of the New York State Comptroller and have at
least one year of permanent competitive or 55-b/55-c qualifying service in a clerical, keyboarding or paraprofessional title allocated to Grade 6 or higher. If the number of interested candidates who meet the promotional qualifications is three or less, the agency; at its discretion, may nominate one or more of the candidates for a noncompetitive promotion without further examination under the provisions of Section 52.7 of the Civil Service Law.

Duties Description Provide Program Administrative Support
• Handle work assignments and program activities, including coordination and preparation of reports, obtaining information and reports from internal bureaus as well as external sources, tracking and monitoring the status of assignments and handling edits, as well as those delegated to direct reports to ensure assignment deadlines are met.
• Review, evaluate and analyze reports and documents specific to the program as assigned.
• Draft internal project documents and other relevant unit documents.
• Prepare materials for presentations and unit projects.
• Assist in recruitment activities, i.e., working with outside vendors to schedule interviews, checking references, etc.
• Reconcile all interview notes and hiring documentation for completed staffing nominations.
• Maintain electronic filing system of staffing appointments.
• Maintain and update Purchasing and Building Unit electronic folders.
• Provide phone/mail coverage and forward correspondence to appropriate staff as needed.
• Plan, coordinate, and provide logistical support for project development activities related to Business Continuity & Contingency Planning (BCCP) and quality performance initiatives.
• Assists in designing survey instruments and gathering and analyzing survey data.
• Prepare and edit draft correspondence and other documents as needed.
• Document, review and revise Purchasing and Building procedure and policy manuals.
• Assist with and/or prepare procurement transactions.
• Assist with and/or prepare documents for building activities.
• Support colleagues by answering questions, attending and participating in all bureau meetings, communicating information, as needed, with all co-workers in a respectful and appropriate manner. Share program goals and provide critical information to bureau members. In addition, participate in various Agency and Division initiatives as needed.
• Schedule and coordinate meetings for bureau staff; coordinate attendees' schedules; contact attendees for additional information and changes as needed; arrange for rooms and ensure appropriate materials and equipment are available.
• Ensure that pertinent information for meetings is obtained and reviewed in advance by preparing all electronic and print materials, attaching any previous meeting minutes/action items. This requires a good understanding of the nature of the meetings.
• Assemble and coordinate background materials for meetings and conferences and handle the logistics.
• Complete miscellaneous tasks and assignments for bureau management in a timely manner as necessary.
• Support and assist with unit and bureau projects.
• Handle other duties as assigned.

Assist with Division Strategic Management Assignments and Activities
• Assist in coordinating and tracking Division/Executive assignments with the senior management team and prepare responses to various Division activities, including but not limited to the, Monthly Report, CEM, succession plan, strategic risk assessment, internal controls certification, budget narrative, etc.
• Conduct research and benchmark with relevant stakeholders.

Manages computer security (software and hardware needs) and bureau specific databases, bulletin boards and team rooms
• Function as backup to the Bureau Security Coordinator (BSC), coordinating computer security, software installation and hardware needs of new hires and existing staff with various ITS/CIO teams.
• Manage and monitor Division postings requested for the NYSLRS Bulletin Board and secures necessary approvals, when needed.
• Ensure all pages on ASQP's intranet content is accurate and functional, referring necessary updates to Communications.
• Assist with maintaining the bureau's administrative calendar(s) and MS Teams.
• Function as Visitor Liaison for the bureau: Register visitors in advance and meet visitors at the Security Desk and escort them to the bureau/conference room.

Additional Comments Desired Competencies:
• Strong organizational and interpersonal skills.
• Flexibility and responsiveness.
• Proficient with Microsoft Office applications.
• Capable of quickly learning and adapting to new software applications.
• Professional and confidential manner.
• Effective oral and written communication skills.
• Ability to establish working relationships with a variety of people at all levels of the organization.
• Ability to work on multiple projects with different managers, prioritize tasks and meet deadlines.
• Willingness to support and contribute to an inclusive and collaborative environment.

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 duties and work performance are aligned with telecommuting they may be allowed to do so. Upon approval to telecommute, OSC employees may telecommute up to 5 days per pay period.

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.

Name David Heaphy

Telephone (518)-474-1924

Fax (518)-486-6723

Email Address Recruit@osc.ny.gov

Address

Street Office of the New York State Comptroller, Division of Human Resources

110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

Notes on Applying Submit a clear, concise cover letter and resume stating how you meet the above minimum qualifications to recruit@osc.ny.gov, no later than August 22, 2024. Documents must be sent as unlocked and accessible attachments.

Reference Item #07348-OER-DJH in the subject line of your email and on the cover letter for proper routing.

If you have questions about this vacancy, please contact this Division representative:
Division contact: Dana Pickett, dpickett@osc.ny.gov

When responding, please include the reference number and letters listed in this section only. The OER ID # should not be included.