Citizen Services Representative – Vacancy ID# 190810 Position Available In Albany, New York

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Company:
StateJobsNY
Salary:
$75202
JobFull-timeRemote

Job Description

Basics Schedule Location Job Specifics How to Apply Indicates whether if this vacancy posting is part of the

NY HELPS

Program. NY HELP No The agency in which the vacancy exists. Agency State, Department of The job title for the vacancy. Title Citizen Services Representative – Vacancy ID# 190810 The job title for the vacancy. Occupational Category Administrative or General Management The salary grade for this vacancy. Salaries are determined by salary grade and bargaining unit. Salary Grade NS The collective bargaining unit to which this vacancy is assigned. Bargaining Unit M/C – Managerial/Confidential (Unrepresented) The minimum and maximum of the salary range for this vacancy. Salary Range From $67119 to $83286 Annually Indicates whether this job is full-time or part-time. If the job is part-time, an estimated percentage will be provided. Employment Type Full-Time This indicates the type of job, typically permanent, temporary, or provisional. ‘Provisional’ means that the appointment will be temporary until the incumbent takes and passes an appropriate civil service examination. Appointment Type Permanent Jurisdictional class is the indicator for how this job can be filled. The classified service is governed by the Civil Service Commission, and consists of competitive, non-competitive, exempt, and labor classes. ‘Competitive class’ indicates that the applicant must take and pass an appropriate civil service examination. ‘Non-competitive class’ indicates that the applicant’s qualifications will be evaluated without a civil service examination. ‘Exempt class’ indicates that the applicant will be evaluated by methods other than competitive or non-competitive, and that incumbents will not be granted tenure. ‘Labor class’ requires that applicants possess skills or other physical characteristics that cannot effectively be evaluated by other means. The unclassified service is legislatively defined, and includes such positions as elected officials, department and agency heads, and all academic personnel in public schools, colleges, and universities. Jurisdictional Class Exempt Class Estimates the percentage of time incumbents of this vacancy will be required to travel. Travel Percentage 0% This provides information on the expected workweek. Workweek Mon-Fri The number of hours in the workweek, typically 37.5 or 40 for full time, or any other number for part time. Hours Per Week 37.5 Workday The start time for this vacancy. If the agency employs flextime, this will be the earliest time this vacancy’s shift can start. From 9 AM The end time for this vacancy. If the agency employs flextime, this will be the latest time this vacancy’s shift can end. To 5 PM If checked, the agency allows flextime. Flextime allowed? No If checked, this vacancy includes mandatory overtime. Mandatory overtime? No If checked, this agency allows compressed workweek scheduling. Compressed workweek allowed? No If checked, this agency allows telecommuting for this position. Telecommuting allowed? Yes The county in which the vacancy is located. County Albany The street address where the vacancy is located. Street Address 99 Washington Avenue The city where the vacancy is located. City Albany The state where the vacancy is located (the default is New York). State NY The zip code where the vacancy is located. Zip Code 12231 The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Citizen Services Representative in the Executive Office of the Secretary of State, reporting to a Special Assistant, provides entry level professional administrative support to Executive Office staff Specific duties include, but are not limited to the following:

  • As part of an administrative support team, assist with administration of the Department’s Freedom of Information Law (FOIL) response program.

oCoordinate aspects of the request process, including, intake, tracking and program assignment/distribution, and use of professional judgement and discretion in the review of responsive record submissions. oAssist with administering and maintaining the Department’s Open FOIL database, ensuring requests are properly assigned to appropriate DOS Divisions; responses are fully and properly vetted prior to distribution, and are appropriate and timely. oProvide technical and programmatic guidance to DOS programs and divisions on FOIL policy, procedure, and protocols. oConsult with agency FOIL Counsel, as appropriate, to interpret FOIL law and provide accurate and appropriate information and guidance on the FOIL process. oEnsure users of the FOIL processing system are proficient users of software and systems, and respond to FOIL requests in an effective manner, including development of user documentation and training materials; provision of training to staff; and development and implementation of protocols and processes. oLiaison with Executive Chamber FOIL staff, as well as DOS Executive Staff, to ensure policy directives and production goals are fully understood, conveyed to agency staff, and carried out as intended.

  • Prepare and maintain various programmatic spreadsheets, reports and documents to fulfill requirements of the DOS Executive Office, and to comply with Executive Chamber directives and data/information needs.
  • Perform special projects, as directed by Executive staff. oUtilize research and analysis techniques to support assigned projects. oDevelop reports and written work products.
  • Provide backup office support for Executive Staff to cover primary support staff absences and/or workload surges, including: oClerical, telephone, and administrative support coverage.

oOpen, review, sort and distribute mail. oSchedule and monitor meetings. oEnsure telecommunication and video equipment, and systems are properly operating and communicate with BASS or OITS when maintenance, repair or replacement is required and assist Executive Staff in setting up and using such equipment upon request. The minimum qualifications required for this vacancy. Minimum Qualifications Bachelor’s degree and two years of professional experience in administrative support or management of an office.

Substitutions:

Four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience. If a degree and/or credit hours are listed, please forward your transcripts with your resume and cover letter. 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.

PREFERRED QUALIFICATIONS
  • Administrative experience within the C-Suite of an organization, within the executive office of a government agency, or within a law firm
  • Experience administering and coordinating aspects of Freedom of Information Law (FOIL) requests and responses for a governmental agency
  • Proficiency with MS Word, Excel and Outlook, and Adobe Pro
  • Experience with Granicus software platforms
  • Proficiency with web-based meeting and scheduling platforms, such as WebEx, MS Teams, and Zoom. Additional comments regarding the vacancy. Additional Comments
  • Applicants should submit a resume and cover letter that clearly demonstrate how they meet the minimum or preferred qualifications for the position.
  • Salary within the listed range will be commensurate with education and experience, and degree to which preferred qualifications are met.
  • 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.

NOTE ON TELECOMMUTING

Employees of the Department of State may apply to participate in the telecommuting program. If approved, an individual may telecommute for a maximum of 50% in accordance with the Department of State Telecommuting Program Guidelines. Some positions may require additional credentials or a background check to verify your identity. The name of the contact person for this vacancy. Name Human Resources / ND The telephone number to use for questions about this vacancy. Telephone 518-474-2752 The fax to use for this vacancy. Fax 518-402-3656 Email address for emailing applications, or to ask questions about this vacancy. Email Address HRM.Recruitment@dos.ny.gov Address The street address of the contact for this vacancy. Street 99 Washington Avenue Suite 1150 The city for the contact for this vacancy. City New York The state of the contact for this vacancy (the default is New York). State NY The zip code for the contact for this vacancy. Zip Code 12231 Instructions for potential applicants. Notes on Applying If 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.

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