Office Assistant 3 (Human Resources)

Duties Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet program requirements. Such work may consist of data entry, calculations, mail, supply and inventory functions, keyboarding, document preparation, answering telephones, completing forms, assisting customers, creating reports, charts, graphs and tables, and other related activities. The Office Assistant 3 performs all duties of Analyst grades 1 and 2 and is a second‑level supervisor who provides supervision to assigned staff. It handles significant amounts of confidential information and manages core clerical operations of the unit. The incumbent must have exceptional computer skills and the capability to make independent, comprehensive decisions. Responsibilities Act as agency liaison with the Business Service Center for processing personnel transactions related to payroll, time and attendance, employee status and benefits. Answer questions from stakeholders, provide information, and refer inquiries as needed. Proofread, review, and correct correspondence and documents. Manage confidential payroll and benefits data responsibly. Participate in hiring processes for subordinate staff and assist in budget preparation. Co‑coach, mentor, and provide documentation to support labor relations during disciplinary actions. Coordinate agency hiring, set up interviews, hearings or similar interactions. Maintain personnel office records such as personal history files, position controls, insurance claims, and examination files. Conduct new employee onboarding sessions. Interpret agency personnel procedures for employees and managers. Process benefit claims and payroll transactions. Schedule and audit attendance and leave processes. Assist with agency training including data management on the Statewide Learning Management System. Assign work to staff and ensure coverage. Complete overtime, travel, or additional duties as required. Other job duties as assigned. Qualifications Basic knowledge of applicable rules and regulations, including U.S. Postal Service rates, private carrier rates, federal and state statutes, and NGB agreements. Proficiency in Microsoft Word, Excel, e‑mail, and internet research. Ability to sit, stand, lift (up to 50 lbs.), and work in varied environments. Excellent verbal and written communication in English. Strong independence, teamwork, and project management skills. Attention to detail, reliability, and trustworthiness. Experience supervising or training personnel. Ability to lead, coach, and train others on clerical and mail/supply operations. Knowledge of financial and budgetary data preparation. Experience with confidential payroll and benefits information. Training completed within 90 days on SFS, SLMS and related systems. Minimum Qualifications Minimum of two (2) years permanent service as Office Assistant 2, or a clerical position at State Grade 9 or higher; proficient in Microsoft Office Word and Excel. OR four (4) years full‑time experience in a clerical/secretarial/admin position performing bookkeeping, telephone communication, mail, file management, scheduling, data entry and/or similar duties with some supervisory experience; proficient in Office Word and Excel. Minimum 18 years of age and must hold a high‑school diploma or GED. Valid driver’s license for New York State with willingness to use vehicles for site visits. Must obtain a favorable background investigation; appropriate clearance per NGB standards (e.g., NACI; SECRET clearance may be required). Must read and write English. 80% of duties performed independently and in compliance with agency policies. Additional Comments This position is not in the Classified Service of New York State but is covered under New York State Military Law. Current Civil Service employees would lose their seniority within the Classified Service if selected. Current Start Rate: $56,506* Job Rate: $68,630 #J-18808-Ljbffr