Office Assistant 2 (NY HELPS)

Job TitleDuties DescriptionProcesses all incoming mail, including: opening, date-stamping, entering pertinent case information into NYMatters (OAG's case management database), including conducting related searches for existing records; distributes correspondence, pleadings, and litigation papers to appropriate staff attorneys or directs them to the proper bureau for further action.Reviews incoming mail for legal requirements, prepares rejections as necessary, and/or updates NYMatters, including assigned staff, with pertinent information.Scans required legal documents and prepares required memos and letters, as necessary.Processes all electronically and hard copy mail received from the Court of Claims including entering information into NYMatters, emailing the assigned AAG and Claims contact staff (or agency, as applicable), and updating the electronically stored files.Packages outgoing mail and routes to appropriate bureaus.Monitors Albany Claims Bureau E-filing and Albany Claims Bureau mailboxes, including downloading and processing, as necessary.Prepares closed cases for transfer to PAM (OAG's archive management system), retrieves closed files from offsite storage, and purges cases which have met OAG's retention guidelines.Prioritizes work ensuring procedural and deadlines are met.Operates computer programs including, but not limited to, File Explorer, Outlook, Word, Adobe, Oracle databases such as PAM, OBIEE, etc. and any other OAG electronic software program, as required.Answers the bureau's reception phone line, sends and distributes faxes, responds to the security door and accepts deliveries.Makes occasional deliveries or pick-ups at the courts or other agencies.Perform other duties as necessary or assigned.Minimum QualificationsNY HELPS: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 may be 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.At a future date (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 QUALIFICATIONS:One year of clerical experience.OTHER WAYS TO QUALIFY:Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website.Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within the time frames and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources.Additional CommentsThe agency's hours of operation are Monday through Friday, between 8:30 am and 5:00 pm (37.5 hours/week). Scheduling determinations are dependent upon the needs of each Bureau and will be communicated during interviews.For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller (OSC) in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.The Office of the NYS Attorney General (OAG) cannot provide sponsorship for work authorization. Candidates need to be authorized to work in the United States to be employed by this agency. It is incumbent upon employees to maintain work authorization for the duration of their employment with the OAG. This agency does not participate in E-Verify for work authorization purposes.Some positions may require additional credentials or a background check to verify your identity.