Office Assistant 2 (NY HELPS)

Office Assistant 2

Duties Description

The Office Assistant 2 will report directly to the Human Resource Specialist 1 and will be assigned to the Regional Business Office within the Finger Lakes Region. Duties may include, but are not limited to:

• Reviewing, verifying, and processing basic financial documents, including vendor invoices, statements, and procurement card transactions.
• Utilizing the Statewide Financial System (SFS) and internal databases to enter transaction data, log receipts, and track local expenditures.
• Serving as credit card reconciler for regional cardholders ensuring all invoices and backup documents for transactions are uploaded as per procurement guidelines and ensuring expenditures are coded correctly.
• Processing requisitions and receipts in Statewide Financial System (SFS) for purchase orders while ensuring purchasing guidelines are adhered to.
• Sorting, indexing, and routing incoming mail; maintaining digital and physical filing systems.
• Assisting in training new park office staff on credit card reconciliation.
• Assisting in other areas of the Business Office as needed.

Minimum Qualifications

If Civil Service Eligible list exists, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

To be considered for appointment through NY HELPS, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• One (1) year of clerical experience.

Subsequent 55-b/c Qualifications:

A subsequent 55-b/c appointment may be considered if you have at least one year of permanent or contingent-permanent qualifying service and have a current Civil Service 55-b/c letter of eligibility.

Reassignment Qualifications:

Current NYS Office of Parks, Recreation and Historic Preservation Employees only, with at least one year of permanent or contingent-permanent qualifying service as an Office Assistant 2; if you have less than one year, you must be reachable on the current Office Assistant 2 eligible list for this location, if one exists.

52.7 Non-Competitive Promotion (NCP) Qualifications:

To be eligible for NCP, candidates must be in the NYS Office of Parks, Recreation and Historic Preservation promotion field and have at least one year of permanent or contingent-permanent qualifying service as an Office Assistant 1). If there are three (3) or fewer qualified NYS Office of Parks, Recreation and Historic Preservation eligible promotional employees respond to this posting, Civil Service may approve the permanent appointment of one of the qualified employees without further examination.

Note: Non-competitive refers to not competing in an examination; the appointment will be competitive.

Please Note: In order to be considered for appointment via non-competitive promotion, candidates serving in the established promotion field must not have failed or failed to take the last holding of the Promotion, if said exam was held within the last four years.

70.1 Transfer Qualifications:

At least one year of permanent or contingent-permanent in a qualifying title. The service must be in a title that Civil Service has deemed transfer eligible to the position. Note: The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at

Additional Comments

Operational Needs:

Must possess and maintain a valid driver's license that allows the candidate to legally operate a motor vehicle in New York State as a term and condition of employment.

Preferred Experience:

Proficient with various software programs including Microsoft Outlook, Word, and Excel. Experience using Statewide Financial System (SFS).

Benefits:

The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to:

• Paid Time Off: CSEA: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays.
• Health Care Benefits: Eligible employees and dependents can pick from a variety of affordable health insurance programs. Family dental and vision benefits at no additional cost.
• Additional Benefits: New York State Employees' Retirement System (ERS) Membership NYS Deferred Compensation Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds Public Service Loan Forgiveness (PSLF) Paid Parental Leave

To learn more about our benefits, visit:

*NY HELPS PROGRAM:

For the duration of the NY HELPS Program, this title may be filled via a permanent 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. 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. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.

This position may require a background check prior to appointment.