Senior Administrative Analyst

Foil, Ethics, Hearings, Hipaa, And Other Responsibilities

Duties Description

FOIL:

• Assume responsibility for processing and tracking incoming Freedom of Information Law (FOIL) requests; preparing outgoing responses including applying appropriate redactions as directed.

• The incumbent will be expected to become familiar with the new NYS electronic FOIL management system and gain familiarity with the FOIL and State Personal Privacy Protection Law.

• Ensures all 5 - business day acknowledgment letters are sent via GovQA and status of the request is changed to "acknowledgment sent".

• Uploads all new FOIL requests received through email to GovQA to ensure they are given a tracking number.

• Tracks all FOIL requests and Appeals on the shared calendar to highlight which requests have due dates approaching and which appeal windows have closed.

• Creates sub folders in the FOIL Request folder for each new FOIL opened.

• Reviews the weekly FOIL report and "closes out" the folders that correspond to the requests closed on GovQA each week.

• Archives all emails in the FOIL request mailbox as requests are closed.

Ethics:

• Review email questions and prioritize for Ethics Officer.

• Download hiring and separation reports and reconcile them with existing reports.

• Updating the FDS Dashboard and SETA Dashboard based on the hiring and separation reports.

• Prepare reports for Financial Disclosure Filing.

• Assist Ethics Officer in ensuring new hires are flagged and sent the proper ethics paperwork.

• Assist in compiling the data for our Election Law 100-a submission.

• Help triage the outside employment forms.

• Track Project Sunlight encounters and submit them on the Project Sunlight Dashboard.

• Other duties as assigned by the Ethics Officer.

Hearings:

• Assist with scheduling hearings.

• Help prepare and send out notice of hearings.

• Organize all paperwork related to mailing the notices.

• Manage the hearings calendar.

• Assist attorney in charge of scheduling hearings.

• Other duties as assigned by the Deputy Counsel.

HIPAA:

• Assist attorneys when large breach occurs.

• Send out notification letters when asked.

• Other duties as assigned by the HIPAA Privacy Officer.

Other:

• The incumbent will have access to attorney-client privileged, sensitive and confidential information and will be expected to function with the highest level of confidentiality and discretion.

• The ideal candidate should be computer proficient and well-versed in Microsoft Office (i.e., Word, Outlook, Excel) and web conferencing platforms (i.e., Webex, Teams, Zoom) and have a willingness / ability to learn new software packages.

• Other duties as assigned by members of the unit or General Counsel.

50% telecommuting per pay period is available after an initial six month in-office period.

Minimum Qualifications

OPEN COMPETITIVE:

• Administrative Analyst Trainee 1, NS (equivalent to SG-14): Four years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.

• Administrative Analyst Trainee 2, NS (equivalent to SG-16): Five years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.

• Senior Administrative Analyst, SG-18: Six years of experience conducting management and organizational studies to review and revise procedures for new or changing programs, review organizational performance, and develop internal controls; collecting data and conducting cost benefit or systems analysis to assist with organizational change; evaluating and developing recommendations to improve program operations and effectiveness; and designing and updating procedure manuals, forms, and policy.

SUBSTITUTION:

• An associate degree may substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

COMPETITIVE:

• Candidates must be reachable for appointment on the current Civil Service Eligible List or the Professional Career Opportunities (PCO) Eligible List for this title.

TRANSFER:

• Candidates must have one year of permanent competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website

55 B/C QUALIFICATIONS:

• Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.

• Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary)

• Have a current Eligibility Letter from the NYS Department of Civil Service, and be able to provide it to the Human Resources Office upon request.

Additional Comments

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.

At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.

• Appointments may also be made at the Administrative Analyst Trainee levels. Candidates hired at the entry-level title (Administrative Analyst Trainee 1) may be advanced to the full-performance level (Senior Administrative Analyst) following satisfactory completion of two-years of service.

Salary range listed below encompasses the hiring rate of an Administrative Analyst Trainee 1 through the job rate of a Senior Administrative Analyst.

• Administrative Analyst Trainee 1: $56,183*

• Administrative Analyst Trainee 2: $62,694*

• Senior Administrative Analyst: $69,964* - $88,970*

If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee.

The assignment of PS&T employees will be made in accordance with any agreed upon Memorandum of Understanding between PEF and the local DDSO regarding the posting of job vacancies.

Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume.

All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.

If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit

Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).

If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at View phone number on click.appcast.io