Office Assistant 2 (NY HELPS)

Description

Duties Description

The Office Assistant 2, Grade 9, will work in the Office of Administration reporting directly to the Director of Administration, providing more complex clerical and office support to the Office of Administration as a whole and performing duties that include, but are not limited to:

• Answering and screening telephone calls, taking messages, and transferring calls to appropriate individuals.
• Greeting and assisting visitors and staff and handling their inquiries; or directing them to the appropriate persons.
• Tracking and coordinating assignments.
• Handling responsibilities related to mail, including receiving and scanning documents and stuffing and labeling envelopes.
• Typing and formatting letters, memoranda, employee news items, and other documents using Microsoft Office Suite.
• Reviewing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy and program information, and conformance to instructions.
• Assisting with paperwork and clerical duties associated with administering the Department’s vehicle fleet.
• Creating and updating organizational charts.
• Managing deadlines, scheduling meetings and conference calls, and maintaining calendars.
• Maintaining and ordering supplies.
• Maintaining confidentiality of documents, program operations, and written and verbal communications.
• Assisting the Office of Administration with other Office Assistant responsibilities.
  
  

Qualifications

Minimum Qualifications

General Public

Non-Competitive (NY HELPS)**:

One year of clerical experience.

55-b/c

Candidates who are currently eligible, who meet the qualifications listed in the “Non-Competitive (NY HELPS)” section above are encouraged to apply. If interested in this position and applying using your 55-b/c status, please provide a copy of your current 55-b/c eligibility letter.

Civil Service Eligible List

Candidates on the appropriate promotional list(s) will be canvassed and do not need to apply to this posting.

Transfer

Current New York State employee with one year or more of permanent or contingent permanent service as an Office Assistant 2, Grade 9; OR current New York State employee with one year or more of permanent, contingent permanent, or 55-b/c service in a qualifying title and eligible for transfer* under Section 70.1 of the Civil Service Law.

• If you are a current New York State employee on the eligible list and not reachable, you may be eligible for transfer. Candidates are encouraged to access GOT-IT on the Civil Service website (www.cs.ny.gov) to determine transfer eligibility.
  
  

About The Department

Additional Comments

The New York State Department of Public Service (DPS or Department) works to: ensure safe, affordable, and reliable access to electric, gas, steam, water, and telecommunications services at just and reasonable rates for New York State customers, protect the natural environment, reduce greenhouse gas emissions via transmission and siting of renewable energy resources, and augment the resiliency of utility infrastructure.

Additional Comments

• 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, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Equal Opportunity Employer

The Department of Public Service is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know by contacting the Designee for Reasonable Accommodations (DRA) and Americans with Disabilities Act Coordinator which can be found under the Accessibility Link on the Department’s webpage at www.dps.ny.gov.