Office Assistant 2 (NY HELPS)

Responsibilities

• Perform clerical tasks such as creating and maintaining established databases.
• File, copy, scan, and distribute various documents.
• Maintain electronic and hard copy filing systems.
• Answer and route telephone calls to appropriate staff.
• Perform tasks accurately within prescribed time frames to meet deadlines and unit goals.
• Handle all mail room duties, including collecting and sending outgoing mail, and sorting and distributing incoming mail to various divisions.
• Operate office equipment such as printers, photocopiers, and scanners, ensuring paper trays are filled and toner cartridges are changed as needed.
• Ensure printers and copiers have an adequate supply of paper and toner.
• Maintain an inventory of office supplies using a database.
• Track shred bin pick-up and escort shredding company staff to verify bins are properly secured.
• Process and/or cashier incoming checks.
• Work closely with the Administrative Assistant II to assist with day-to-day office operations, including tracking BCMS emails and routing them to appropriate staff.
• May supervise an Office Assistant I.
• Perform any other assigned duties.
• Follow Department rules, Audit Division procedures, and policies, including Code of Conduct, ethics practices, security, and confidentiality rules.
• Meet the department's time and attendance rules and regulations.

Requirements

• Working knowledge of Microsoft Operating System programs, such as Excel, Word, and Outlook.
• Clear and effective communication, both verbally and in writing.

Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a permanent non-competitive appointment, with no examination required, provided candidates meet the minimum qualifications.

• Competitive Minimum Qualifications:
  • The selected candidate must be reachable on the eligible list for this title and location under Civil Service Law, Rules, and Regulations.
  • OR the selected candidate must be eligible for a 70.1 transfer under Civil Service Law, Rules, and Regulations.
• Non-Competitive Minimum Qualifications:
  • Current NYS employee with one year or more of qualifying permanent service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available here.
  • OR one year of clerical experience.

Additional Information

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment is conditioned upon compliance with all local, state, and federal tax laws.

Employment is also conditioned upon successfully completing a background investigation, including a criminal history record check (fingerprint check).

Due to the nature of this position, newly hired employees will not be eligible to telecommute initially. After a specified training period, employees may submit a telecommuting application in accordance with the Department’s policy, subject to management approval.