Office Assistant 2 (NY HELPS)

Job Description:

Office Assistant 2 (NY HELPS)

Description

Minimum Qualifications

Permanent: Candidates may be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law.

Promotional: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38687titles.cfm

OR

Open to the Public (NY HELPS*): Minimum Qualifications

: One year of clerical experience.

It is essential that candidates clearly and concisely indicate how they meet the minimum qualifications in the cover letter or resume. Failure to show how you meet the minimum qualifications may result in disqualification and removal from consideration.

*NY 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 maybe 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.

Duties Description

Assigned to the Allegany Regional Administrative Headquarters in Salamanca NY, the incumbent will provide clerical work and office support to the Regional Business Office (RBO) to meet the requirements of agency programs. This position will report to the Administrative Specialist 1 within the Regional Business Office.

General clerical duties of this position include, but are not limited to:
• Answer/direct incoming phone calls, take messages, and transfer calls to appropriate individuals.
• Share responsibility with the other RBO Office Assistant 2 to cover incoming and outgoing mail, general office and copier supplies, and RBO reception duties in the absence of the RBO Office Assistant 1.
• Use various information technology such as email, databases, spreadsheets, and word processing applications.
• Organize, manage, and safeguard paper and electronic filing systems.
• Create, maintain, and enter information into spreadsheets and databases.
• Complete forms in accordance with agency procedures.
• Make copies of various documents, place them in proper files, and distribute them to appropriate staff.
• Follow directions and communicate in a positive manner with staff and the public.
• Respond to patron or employee concerns or complaints in an effective and courteous manner.
• Adhere to the agency’s Code of Conduct Policy and ensure compliance with all guidelines, policies, and procedures in the performance of daily tasks.

In addition, while maintaining the integrity and confidentiality of all information, the incumbent will support and perform tasks such as data entry, distribution of information, recording and reporting of information, and filing as they directly relate to the following functions of the Regional Business Office:

Payroll:
o Assist the RBO Administrative Specialist with entering transactions in Human Resources databases.
o New Hire/Re-hire paperwork.
o Orientation tracking.
o Bi-weekly payroll submission and reporting to Managers.
o Timecard audits.
o Payroll amendments.
o Other duties as assigned.

Personnel:
o Gather and distribute information pertaining to employee benefits.
o Responsible for maintaining the seasonal employment applications database.
o Monitor, receive, collect, scan, record, file and distribute seasonal employment applications to managers.
o Maintain the seasonal employee roster.
o Generate appointment letters for seasonal employees.
o Complete employee database entries/updates.
o Track seasonal employees for employment markers for time and attendance and health insurance eligibility.
o Contact employees to sign up for health insurance when eligible, then obtain necessary paperwork for Albany office to process.
o Track insurance changes.
o Perform holiday waiver processing and tracking.
o Obtain updates for employee emergency contact forms.
o Track employee driver’s licene expiration dates and advise managers when updated licenses are required for LENS reporting compliance.
o Track employee working papers for compliance.

Revenue/Attendance:
o Assist the RBO Administrative Specialist with entering revenue and attendance data, as assigned.

Accounts Payable/Purchasing:
o As assigned, undertake such duties as using the Statewide Financial System (SFS) to review and record incoming invoices for payment.
o Entering utility invoices into Energy database and process if not paid through SFS.
o For all other invoices, process payment either through direct pay or assigned credit card and enter into the budget tracking system.

Additional Comments

OPERATING 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.
• Must possess effective communication skills and the ability to understand written material and instructions.
• Must be proficient with various software programs including Microsoft Outlook, Word, and Excel.
• Experience with the Statewide Financial System (SFS) is preferred but not required.
BENEFITS INFORMATION:
Generous benefits package, worth approximately 65% of salary, including:

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: https://parks.ny.gov/employment/benefits.aspx.

Some positions may require additional credentials or a background check to verify your identity.

Closing Date/Time: 11/14/24

Salary:

From $41399 to $50884 Annually