Office Assistant 2

Office Assistant 2 The Office Assistant 2 position provides office support to the overall operation of the Greater Rochester Day Services Programs and will be supporting multiple sites as needed. Strong verbal and written communication is required to communicate with team members and all DDSO staff on a daily basis. Duties to include Census, TABS processing, Day Hab billing processing, information inquiries, maintenance of databases, use of programs including Word, Excel, Adobe, and SharePoint, response to phone calls, photocopy/fax/scan of information, maintain files (both paper and electronic), SOD/POCA processing, scheduling of interviews, greet visitors as they arrive, perform other clerical duties and special projects as assigned. Primary Duties will include but not limited to: Provide clerical and administrative support to program administrators and staff. Prepare, type, proofread, copy, scan, fax, file, and distribute correspondence and other documents. Maintain paper and electronic files and records. Answer incoming phone calls, take messages and direct inquiries to the appropriate individual or department. Greet visitors, vendors, staff, and other individuals upon arrival. Facilitate visitor sign-in procedures, while supporting building safety, and connecting vendors/visitors to the appropriate staff member. Perform data entry and maintain databases and other electronic records. Maintain written inventory, order office and building supplies and materials and organize storage of these resources. Assist supervisory staff with maintenance/building issues and submit maintenance issues into Facility Max. Check messages in the morning for unscheduled absences and submit necessary sign-in and sign-out sheets to Human Resources. Assist staff with basic equipment issues and entering equipment issues into the ITS help tickets. Perform basic cleaning and maintenance of office equipment. Utilize Microsoft Word, Excel, Adobe, SharePoint, and other agency/program-specific computer applications. Complete special projects and other clerical assignments as directed. Collect accountability sheets and enter daily service information into the TABS system for approximately 180 individuals receiving services. Process and maintain census information. Generate the AR19 report at the beginning of each month and review information for accuracy. Process applicable SOD/POCA documentation. Review submitted information for completeness and accuracy and follow up on discrepancies as necessary. Promotion: One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher. Open Competitive: One year of clerical experience. Competitive: You must be reachable for appointment on the current Civil Service eligible list used for filling this title. Transfer: Candidates must have one year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title. At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status. If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee. For CSEA positions: Local Bidding Agreements will be honored. Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume. All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility. If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA). If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at View phone number on click.appcast.io or email View email address on click.appcast.io to obtain information and RA forms. Savings programs such as the U.S. Savings Bond and the College Savings Plan. Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses. Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs. Life insurance and Disability insurance. The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis. Paid Holidays and Leave: Thirteen (13) paid holidays each year. Thirteen (13) days of paid vacation leave initially. Five (5) days paid personal leave each year. Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year. Up to three (3) days professional leave each year to participate in professional development events. Health Care Coverage: Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost. Paid Parental Leave: Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care. Retirement Program: Participate in The NYS Employees' Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in the nation. Professional Development and Education and Training: NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. For more information, please visit Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit OPWDD is an Equal Opportunity/Affirmative Action employer dedicated to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran's status, color, religion, disability, sexual orientation and beliefs. ***All people with disabilities are encouraged to apply.*** StateJobsNY