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Job title: Head Clerk
Company: Department of Homeland Security
Job description: Minimum Qualifications This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
Must have at least three (3) years of permanent state service in a clerical position allocated to Grade 11 or higher.
OR
Associate’s degree or higher from a regionally accredited college or university with a major in business administration, accounting, finance, economics, or similar field and two (2) years of supervisory experience in bookkeeping, clerical, secretarial, or other office administration field to have included duties related to purchasing and/or procurement.*
OR
Four (4) years of full time experience in clerical, secretarial, or other office administration position performing tasks such as bookkeeping, accounting, telephone communication, preparation of correspondence, file management, scheduling of meetings, data entry, and/or similar duties; with at least two (2) years having been supervisory in nature.*
Must be proficient in Microsoft Office Word and Excel. Familiarity with PowerPoint preferred.
Required to have or successfully complete within 90 days of receiving computer access, all Statewide Financial System (SFS), Statewide Learning Management System (SLMS) and other computer training as related to position duties.
Must be at least 18 years old and have a High School Diploma or GED.
Must be able to read and write in English.
Must have and maintain a valid driver’s license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver’s license status to supervisory chain of command.
In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed – dependent on current regulation, a SECRET clearance may be required.
- Military experience may be considered, in combination with education and/or work experience provided, however, candidate must demonstrate at least four (4) years in total full time experience with direct relevance to the requirements noted above including two (2) years of supervisory experience.
Duties Description This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
The Head Clerk will support agency mission matters related to specific legislation, laws and regulations and work assignments unique to agency/directorate program staff. The Head Clerk will supervise subordinates and will ensure proper processing, recording, maintaining and reviewing of State forms, documents, licenses and other official papers. The incumbent is responsible for reviewing and improving activities associated with the efficiency and effectiveness of clerical systems within the directorate/unit assigned. This includes planning to ensure the full and effective utilization of staff, reporting on the status of clerical operations, and assisting superiors in devising and revising clerical procedures and instructions to accomplish the organization’s mission. The incumbents may supervise data entry and quality control activities for agency systems.
The position performs responsibilities in accordance with New York State and National Guard Bureau (NGB) standards (and where applicable those requirements of the Master Cooperative Agreement between the NGB and the DMNA), as well as agency and labor contract duties and responsibilities – current and as amended. The position may report to state and/or federal supervisory personnel.
Specifically, the Head Clerk duties and responsibilities include, but are not limited to:
- Supervises a staff of clerical employees usually through one or more subordinate level supervisors.
- Assigns work to staff and schedules work flow.
- Establishes work performance standards.
- Reviews work performance and production by touring work location and spot-checking for compliance with instructions, procedures and standards of accuracy.
- Reviews production to insure work goals are being met. Where work goals are not being met determines nature of the problem by conferring with staff, reviewing relevant production reports and recommends or initiates corrective action.
- Periodically conducts meetings with subordinates and supervisors to discuss and resolve work problems, to inform staff about agency procedures and/or of new or amended instructions or procedures affecting the clerical process.
- Provides staff assignments and reassignments in accordance with operational needs and supervisory direction.
- Regularly provides staff feedback and performance evaluations to ensure accepted performance standards are maintained.
- Will take corrective actions in accordance with policy such as mentoring, coaching and counseling. Where needed may request disciplinary actions be taken.
- Answers questions and assists subordinate supervisors in solving personnel work related problems.
- Provides advice to and otherwise assists superiors in planning, organizing, scheduling and coordinating work operations and work procedures.
- Reviews operations and procedures and ensures maximum utilization and productivity of staff to meet work goals. Makes modifications as necessary.
- Prepares written reports recommending revision in procedures to improve operations.
- Prepares written correspondence and other communications as needed to respond or provide information.
- Insures subordinate staff is adequately trained. Recommends individual employees have additional training as needed.
- Personally conducts on-the-job training.
- Coordinates staffing matters such as request for hire, interviewing of applicants and final selection with the State Human Resources Office.
- May be involved in the annual budget process for assigned unit or directorate.
- May maintain inventory and be responsible for ensuring purchase of equipment and stock is completed accurately and efficiently.
- Other duties as assigned.
Job Requirements:
- Good knowledge of the principles and practices of supervision.
- Good knowledge of the procedural effects of legislation, rules, and regulations applicable to the programs to which assigned.
- Good knowledge of office management methods and practices.
- Preferably working knowledge of state agency operations.
- Basic knowledge of legislation, rules, and regulations applicable to the programs to which assigned.
- Basic knowledge of personnel practices as they relate to hiring, the evaluation of employee performance and employee rights and benefits as outlined in labor management agreements.
- Basic knowledge of the various types of office equipment and supplies.
- Ability to plan, organize and direct the work of subordinate staff.
- Ability to prepare narrative and statistical material to provide data and information to the public and to agency administrators.
- Ability to articulate ideas and information effectively.
- Ability to recognize below standard production and take appropriate remedial action.
- Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word, Excel, electronic mail (e-mail) and internet searches such as for postal/carrier information or supply products.
- Must have good verbal and written communication skills; be able to clearly and concisely prepare written documentation related to mail receipts and notification, etc.
- Ability to read and write in English.
- Ability to work independently with minimal supervision as well as with other individuals in a project/team setting.
- Ability to get along with and interact well with different groups of people, including co-workers, management, both Federal and State personnel, and the public, occasionally under stressful situations.
- Ability to follow directions, ensure follow through and completion of assignments and seek assistance or report concerns when needed.
- Ability to prioritize assignments and be productive in a fast-paced, multi-faceted work environment.
- Ability to work with data and information with attention to detail and minimize errors.
- Must be able to supervise and train subordinate personnel.
- Must be able to lead, coach and train other personnel and clients on procedures related to mail/supply unit, stores, clerical operations, or other requirements of unit assigned.
- Must be able to assign work and projects and ensure proper compliance with policies and procedures.
- Must be able to compile, reconcile and prepare complex documentation such as financial and budgetary data worksheets.
- Must be able to work with confidential data in a responsible and professional manner to include payroll and benefits information.
- Attends and completes additional training as required.
- Will require periodic travel.
- May require overtime.
- Other duties as assigned.
Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
Some positions may require additional credentials or a background check to verify your identity.
Expected salary: $58661 – 70946 per year
Location: Albany, NY
Job date: Sat, 24 Jul 2021 06:26:58 GMT
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