Office Specialist II - Maintenance

About the Role

The Office Specialist II performs a broad range of moderately difficult clerical tasks, which may require an understanding of specific laws, policies, or procedures. Duties vary with the needs of the appointing authority and involve operating computers and related office equipment to produce documents such as letters, memoranda, and forms. Accuracy in software manipulation is prioritized over speed. Work is performed under direct supervision but allows for moderate autonomy in day-to-day activities. While supervision of others is not a primary responsibility, the incumbent may assist in orienting or training similar classified staff.

Responsibilities

• Provides office support using computers and office equipment to prepare and maintain agency documents, including correspondence, budgets, state reporting, files, and departmental activities.
• Reviews documents for accuracy, completeness, and conformity with established processes and procedures.
• Answers telephone calls and emails, providing routine information on procedural requirements or program transactions.
• Collects and compiles information from paper and electronic files into final source documents.
• May instruct new employees in unit-specific tasks, assign duties, and review performance.
• Receives internal and external customers, ascertains their needs, and refers them appropriately.
• Maintains alphabetic, numeric, and/or chronological files, including coding, searching, and purging obsolete material.
• Schedules meetings and appointments; attends meetings and takes minutes.
• May collect fees, account for monies received, and perform basic mathematical calculations for tasks such as payroll or time records.
• May maintain electronic or paper files, serve as receptionist, greet clients/visitors, and distribute mail.
• May order office supplies and maintain inventory of supplies and equipment.
• Performs routine clerical work essential to the efficient functioning of the assigned office.

Requirements

• Good knowledge of modern office terminology, procedures, and equipment.
• Proficiency in business English, including spelling, grammar, and alphabetization.
• Good knowledge of business arithmetic.
• Ability to operate a personal computer and use common office software (word processing, spreadsheets, databases).
• Ability to operate an alphanumeric keyboard accurately.
• Ability to understand and follow oral and written instructions.
• Strong interpersonal skills, including courtesy and tact when dealing with the public.
• Ability to perform detailed work with accuracy, initiative, and good judgment.
• Physical condition commensurate with the demands of the position.

Qualifications

Graduation from high school or possession of a high school equivalency, plus one of the following:

• Completion of thirty (30) semester credit hours from a regionally accredited or NYS registered college or university; or
• One (1) year of full-time (or part-time equivalent) office clerical experience*; or
• Any combination of training and experience equal to or greater than the above.

*Note: Bank teller, cashiering, or similar roles are not considered office clerical experience for this position.