Special Assistant

Title: Special Assistant Number of Vacancies: 1 Appointment Type: Permanent Employment Type: Full-Time Jurisdictional Class: Exempt Location: 354 Broadway Schenectady, NY 12305 Work Unit: Licensing Division Salary Grade: NS Salary Range: $90,931 - $114,940 Bargaining Unit: M/C Work Schedule: Monday through Friday 8:00 AM 4:00 PM Travel Percentage: 0% Duties: Under the general direction of the Manager of Licensing, the Special Assistant (working title: Assistant Manager of Licensing) will be responsible for assisting with directing and supporting the Licensing Bureau. Included in these responsibilities are utilizing data-backed information in preparing statistical and status reports regarding the processes of licenses affecting program operations or service delivery. Specific duties include, but are not limited to: Participate in planning, organizing, and overseeing licensing activities for Lottery sales agents, and for occupational and enterprise (i.e., vendor or corporate) applications in Horse Racing, Video Gaming, Indian Gaming, Charitable Gaming, Commercial Gaming, Sports Wagering, and Interactive Fantasy Sports. This includes overseeing licensing activities conducted at the various tracks and regional offices. Duties include assignment of staff to meet varying workload requirements. Oversee the collection, review, and tracking of all lottery sales agent application materials-inclusive of change of ownership applications. Collaborate with Division of Lottery regional office staff to ensure standardization and completeness of field reviews. Review and resolve issues pertaining to problems associated with license applications including, but not limited to, determining applicants eligibility for licensure, handling issues associated with the applicants criminal background, financial responsibility, occupational issues, and determines allowable license periods. Prepare responses to Legislative inquiries and other qualified interested parties. Participate in the formulation of policies and procedures as well as implementation to ensure proper functioning of Licensing Bureau Operations. The formulation process must take into regard licensing programs in conjunction with other commission units, external facility managers, and operators of licenses. Ensure consistency of licensing considerations. Assist Counsels Office review before hearing license denials and stakeholders. Execute the issuance of the license denial. Ensure that all Licensing Bureau operations comply with established standards for quality of service. Assist with the administration of the Division of Criminal Services (DCJS) E-Justice NY Integrated Justice Portal and ensuring that the commission adhere to the Use and Dissemination Agreement with the DCJS. Ensure licensing and certification compliance with the three Nation-State Indian Gaming Compacts. Provide lists to Finance of past due accounts from Lottery Retailers and unpaid fines assessed to racing licensees. Maintain liaison with the Division of Criminal Justices Services, Department of Taxation and Finance, Department of Health, and other licensing, security, police, and investigative agencies, for the purposes of gathering and exchanging information on present or potential licensees and their associates. (i.e. Department of Healths Sale of Cigarettes to Minors Program in relation to lottery retailers and, when necessary, suspends non-compliant retailers). Ensure the Workers Compensation Compliance Program is satisfied by the horse racing licensees. Evaluate the efficiency and effectiveness of the various licensing processes through direct observation and random quality assurance checks. This is accomplished through overseeing time tracking and workload tracking in systems to gauge unit and employee productivity to enhance unit decision making processes. Ensure accurate and appropriate metrics and operating statistics as it relates to the unit dashboard to monitor unit performance. The incumbent will help develop and update data from multiple sources to be effectively integrated, and that relevant data metrics are available and are, accurate, timely, secure and can be trusted to provide executives and managers with information and statistics needed to advise of processes at all levels. Prepare weekly/monthly/annual performance goals for the unit and report to management. Meet with internal stakeholders to facilitate interactions and to establish benchmarks and performance targets. Ensures responsiveness to the various customers who are seeking timely processing of license requests. This includes responding to inquiries from applicants and/or entities regarding specific items pending with the Licensing Bureau and the laws and rules applicable to obtaining a license. Ensure that the duties performed by the unit align with agency needs and objectives and address concerns with executive management. Participate in review of the current application process and documents required for submission to ensure continued relevance. Recommend Bureau process improvements and enhancements to the Manager of Licensing. Ensure the Commission Licensing Data base is up-to-date and accessible to on-site regulatory staff. Develop guidance materials such as job aids and training for Licensing Bureau and remote field staff. Assist the Manager to represent the agency at meetings, conferences, and public events. Provide for succession and continuity in the Licensing Bureau. Preferred Qualifications: Bachelors degree and four years of relevant professional experience. One year of the experience must be at a supervisory level. Substitutions: four years of specialized professional experience or regulatory capacity or associate degree and two years of specialized experience in a regulatory capacity may substitute for bachelors degree; J.D. or Masters Degree may substitute for one year of professional experience; Ph.D. may substitute for two years of experience. The bachelors degree should be in a field substantially related to Law, Business Administration, Marketing, Public Administration, Finance, Economics, Auditing or Accounting. Desired Attributes: Management experience which includes leadership, strategic planning, is a plus. Experience in working with governmental entities in a regulatory and/or legal capacity. Experience in management of operations. Established and proven leadership and management skills. Exceptional organization and analytical skills and detail oriented. Excellent writing and communication/interpersonal skills. Ability to work independently, under pressure and multitask to complete assignments quickly and accurately and meet deadlines. Additional Information: Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) ###-#### or via email at infooer.ny.gov. Notice 63 Contact: Human Resources Please reply by: 04/02/2024. Resume, cover letter, and transcript are strongly encouraged to verify eligibility. Email: HRrecruitmentgaming.ny.gov Fax: (518) ###-####