Assistant Appointments Officer

New York State Center for Recruitment & Public Service; City of Albany (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

New York State Center for Recruitment & Public Service is seeking an Assistant Appointments Officer to provide administrative and operational support for appointments across state agencies and authorities. The role reports to the Appointments Officer and requires handling confidential information, coordinating with agency HR offices, and preparing reports for the Governor’s Counsel.

Responsibilities include maintaining a centralized database, organizing documentation in SharePoint, producing

Qualifications

• Bachelor’s degree and two years of relevant experience.
• Four years of specialized experience or associate’s degree with 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.
• Excellent verbal and written communication, organizational skills, and attention to detail.

Responsibilities

• Process and review hiring requests submitted by NYS agencies and authorities.
• Maintain and track confidential hiring request information in a centralized database.
• Ensure appointment-related documentation is organized and stored in the SharePoint repository.
• Prepare weekly hiring reports for review by the Executive Chamber.
• Prepare documents for presentation to the Governor’s Counsel’s Office.
• Maintain effective working relationships with agency HR contacts and stakeholders.
• Manage multiple appointment requests and competing priorities while meeting deadlines with accuracy.
• Monitor status of pending hiring and appointment requests and communicate issues.
• Provide administrative support for the Center (phones, conference room scheduling).
• Serve as primary backup to the Appointments Officer.
• Perform other duties and special projects as assigned.

Skills

Verbal communication

Written communication

Organizational skills

Multitasking

Confidential information handling

Excel / database programs

Education

Bachelor’s degree

Associate’s degree

Tools

Microsoft Excel

Job description

The Assistant Appointments Officer provides administrative and operational support for matters related to appointments to positions across State agencies and authorities. This position directly reports to the Appointments Officer and works closely with agency and authority personnel to facilitate the timely, accurate, and efficient processing of employment appointments in a fast-paced and deadline-driven environment.

Responsibilities include:

• Process and review hiring requests submitted by NYS agencies and authorities, including communicating with agency Human Resources offices to address questions and resolve issues related to those requests;
• Maintain and track confidential hiring request information in a centralized database to support accurate and efficient processing;
• Ensure appointment-related documentation is properly organized, scanned, and maintained in the designated SharePoint repository;
• Prepare weekly hiring reports for review by the Executive Chamber;
• Prepare documents, reports, and supporting materials for presentation to the Governor’s Counsel’s Office;
• Maintain effective working relationships with agency Human Resources contacts and other stakeholders involved in the appointments process;
• Manage multiple appointment requests and competing priorities while meeting established deadlines and maintaining a high level of accuracy and attention to detail;
• Monitor the status of pending hiring and appointment requests and communicate with appropriate stakeholders regarding outstanding information or issues;
• Provide administrative support for the Center, including answering phones and coordinating conference room scheduling;
• Serve as the primary backup to the Appointments Officer, providing coverage and assuming responsibilities as needed;
• Perform other duties and special projects as assigned.

Minimum Qualifications

Bachelor’s degree and two years of relevant experience. 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.

Knowledge and skills required: Excellent verbal and written communication skills and organizational skills are a must. Ability to work collegially and effectively in a small team setting. Strong attention to detail, professionalism, sound judgement, and the ability to manage multiple priorities in a fast-paced environment are essential. Ability to handle extremely confidential information. Comfort with Microsoft Excel and/or other database programs is necessary.

Experience in a government setting, especially handling confidential information, is preferred.