Special Assistant/Assistant Chief Administrative Officer - Vacancy ID# 225411

Deputy Chief Administrative Officer

Reporting to the Chief Administrative Officer, the Deputy Chief Administrative Officer serves as a senior leader, strategic advisor, and data analyst responsible for supporting agency Administration and continuous improvement of the Divisions' programs. This position plays a key role in shaping policy, enhancing data-driven decision-making, and promoting the scalability and effectiveness of administrative programming, critical to agency support. This position contributes to the development and implementation of strategies to improve service delivery, expand program impact, and strengthen cross-sector partnerships statewide.

Specific duties include, but are not limited to:

• Assist in the development and analysis of policy proposals and new program initiatives to enhance the impact of agency programming.
• Provide research and planning support to the Chief Administrative Officer, particularly in the strategic use of agency resources, strategic planning and resource utilization.
• Review agency staff plans for consistency with agency resources and compliance with Civil Service policies and procedures.
• Provide management support for administrative divisions with a focus on Human Resources Management and Fiscal competencies.
• Conduct in-depth analyses of data for agency operations to assess effectiveness, compliance with State laws, rules, and program requirements, identify best practices and improvement strategies, and recommend scalable models to address issues or inefficiencies.
• Review and interpret agency budget and expenditure data to gain insight into emerging trends and funding gaps. Collaborate with the DOS programs to implement budget plans.
• Prepare Internal Control testing, conduct program risk assessment(s), and evaluation of program functions.
• Prepare comprehensive evaluation reports that document achievements and guide future investments.
• Establish protocols for the consistent collection, review and analysis of operational data including but not limited to budget forecasting and planning, staffing plans, agency program plans for agency strategic planning.
• Monitor and analyze federal and state budget, statutory, and regulatory proposals to assess their potential impact on the agency, and assist in the preparation of written comments, draft proposals, and advisory memoranda.
• Support the creation and refinement of internal policies and operational procedures to enhance the efficiency of the agency. Areas of focus include review and assessment of agency policies for updates, work to draft new policies for review and distribution, and assessment of the impact to agency operations.
• Lead strategic outreach to build collaborative partnerships with organizational units within the agency as well as other state agencies with similar missions and goals. Facilitate coordination efforts to align goals, reduce duplication, and maximize the impact of state resources.
• Logistics of supporting hosted agencies/entities, and Chamber staff.

Minimum Qualifications:

Bachelor's Degree and seven years of relevant specialized experience. Two years must have been at a managerial level.

Specialized Experience:

• Experience in a public sector agency, with oversight of administrative functions, including responsibility for internal control procedures.
• Experience managing a substantial unit of staff, including professional, paraprofessional, and clerical/support levels, with layered supervisory responsibilities, such as second level supervision of professional staff.
• Experience with government budgeting.

Education/Experience Substitutions:

• Education: Four years of specialized experience; Associate's degree and two years of specialized experience
• Experience: J.D. or Master's degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience

Preferred Qualifications:

• Experience with Labor Relations, recruitment and classification actions.
• Experience with Human Resource Management policies, procedures, requirements.
• Experience with agency fiscal operations including procurement and budget management.
• Experience with project management, process review, analysis, and improvement.
• Proficiency with SFS and/or HR database applications for purposes of oversight of administrative functions.

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.

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 accommodation during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to View email address on click.appcast.io.

The NYS Department of State does not participate in E-Verify and does not sponsor visa applications.

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: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.

Some positions may require additional credentials or a background check to verify your identity.