Office Assistant 2 (NY HELPS)

Job Title

The incumbent must be able to perform the following essential functions:

Manipulate an alphanumeric keyboard to use a variety of software, word processing, spreadsheet and database applications to enter information, make inquiries and changes.

Monitor databases throughout the day. Perform regularly scheduled daily review of data entered for print and mail jobs by office staff for accuracy and timely completion.

Prepare and type various department forms to complete print and mail request transactions.

Assist with manual mailings and forms distribution as needed

Communicate effectively via telephone and email to respond to Department staff inquiries regarding print and mail job requests.

Communicate effectively, both verbally and in writing, with staff throughout the office.

Provide clerical assistance throughout the office as needed.

Prepare and analyze written reports for higher level staff.

Access the mainframe via a desk-top for daily work schedule.

Photocopy and collate materials as directed.

Set up and use manual and electronic office recordkeeping and file systems commonly used in business settings.

Operate office equipment such as telephones, photocopiers, scanning equipment, computers and printers to perform administrative duties as needed.

Process payments and transmittals to banks, acknowledge and complete transmittals upon receipt from the bank.

Organize and track all office supplies, coordinate and track purchase requests.

Complete mandatory employee and/or supervisory training.

Supervise clerical staff including mentoring staff and preparing staff evaluations of staff performance, if required.

Handle sensitive applications, requests, and inquiries; adhere to the secrecy provision of the tax law.

Able to help with all aspects of preparing for an office move (organizing, making boxes, packing, purging etc.) when required.

Meet the Department's time and attendance requirements.

Comply with the Office of Human Resources Management, Affirmative Action, Code of Conduct, Ethics, and Internal Control rules, policies, and procedures.

Minimum Qualifications

Candidates must be current NYS employees eligible for a 70.1 transfer in accordance with Civil Service Laws, Rules, and Regulations.

OR

Reachable on the appropriate Civil Service Eligible List for this title and location.

OR

If eligible via 55 b/c please provide a copy of your active letter of eligibility with your response.

OR

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 maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

Within one year of permanent appointment, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Current NYS employees 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 at:

OR

One year of clerical experience.

Additional Comments

Work hours and telecommuting to be discussed at the interview.

New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.