Office Assistant

Office Assistant 2

The Office Assistant 2 position may be assigned to one or multiple areas of the Business Office including: Accounts Payable, with overlap in auditing, cashiering, purchasing and/or Storehouse. The individual assigned to this position is responsible for receiving and reviewing Visa Statements from cardholders; reconciling Visa charges in the Statewide Financial System; receiving and distributing cash and checks; processing Visa payments; ensuring purchases are made according to procedures and guidelines; performing audits of expenditures made with individuals' Personal Allowance funds; ensuring invoices are submitted according to pre-established requirements; submitting invoices for payment; and compiling data for reports. The position requires computer knowledge, an aptitude for working with numbers, the ability to multi-task, organizational skills, and the ability to work well with others. A person in this position will review documents, verify information, and process work in accordance with State rules and regulations.

Primary duties and responsibilities:

• Data entry into Statewide Financial System to charge the appropriate district account for purchases made by staff using their state-issued VISA card
• Review purchases made with VISA for appropriateness for NYS to pay
• Ensure VISA documentation received is timely and complete
• Review documents in the State Financial System
• Process VISA transactions for payments handled by the Accounts Payable Department
• Provide general office support
• Operate various communication systems such as telephones and computers; and keep records of such communications.
• Answer phones, develop and complete forms, assist Staff & Vendors, create or assist in the preparation of reports, charts, and other related activities.
• Maintain, update and correct records and files.
• Receive, screen and review various documents and/or forms.
• Sort and distribute mail, email or other forms of correspondence or communication.
• Process Purchase request per the NYS Spending Guidelines, Utilizing the NYS SFS system or NYS P-Card.
• Maintain Inventory, Ship and receiving deliveries and process work in accordance with state rules and regulations.
• Other duties as necessary

Candidates will be expected to demonstrate and will be evaluated against the following criteria:

• The ability to work independently with minimal supervision.
• The ability to present ideas clearly and effectively in the preparation of correspondence and reports and in dealing with people on the phone and in person.
• The ability to communicate effectively and efficiently with agency staff and outside agencies.
• The ability to effectively follow up on correspondence and phone calls when needed.
• The ability to demonstrate a working knowledge of computers, Windows 10, Microsoft Word, Excel, and agency computer systems.
• The ability to readily adapt to new assignments and changing priorities.
• Possess an acceptable attendance record and work record (e-file).

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