Office Assistant 2 (NY HELPS) - Vacancy ID#181130

Description

Duties Description

Within the Division of Consumer Protection, the Office Assistant 2 duties will include but are not limited to the following:

General Office Support

• Answer the Division telephone line and transfer to appropriate unit staff for assistance.
• Open, review, sort, process and distribute mail.
• Research returned mail for updated addresses.
• Process outgoing mail by inserting letters into envelops, sealing envelopes, and applying correct postage.
• Send, receive and distribute faxes.
• Schedule meetings, videoconferences, and conference calls.
• Manage inquiries and their referral to appropriate staff.
• Make travel arrangements, obtain approvals, and prepare vouchers.
• Update and maintain reference guides and materials.
• Operate, and perform basic cleaning and maintenance on, office machines and equipment. Clear paper jams in copiers, scanners, and printers; replace toner cartridges; and clean keyboards and screens.
• Coordinate with other departments, as necessary.
  
  

Keyboarding and Document Preparation

• Enter paper complaints, complaint form requests, email inquiries, and Governor’s Correspondence Office requests into the appropriate database.
• Type, proofread, review, and correct correspondence, documents, records, and other written material.
• Make appropriate corrections for format, accuracy, and validity.
• Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.
• Create graphs, charts, or other visual aids to display data.
• May also prepare routine reports or assist others in the preparation of reports, following established guidelines.
  
  

Record-Keeping and Filing

• Maintain paper and electronic files, including paper complaints, complaint documentation, and bankruptcy notices.
• Establish new files by creating folders and compiling and organizing relevant materials.
• Scan and send complaints and correspondence to the targeted recipient.
  
  

Outreach and Inventory Support

• Assist with the planning, set up and break down of outreach presentations and tabling events
• Receive, unload, unpack, sort, store, count, and distribute educational and promotional materials
• Pack and mail educational materials as assigned
• Take periodic physical inventory and maintain perpetual inventory records
• Keep shelves and stock clean, neat, and in proper place
  
  

Qualifications

Minimum Qualifications

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 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 this time, agencies may recruit and hire employees by making temporary appointments.

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 Minimum Qualifications

The minimum qualifications for Non-Competitive appointment are:

One year of clerical experience.

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

Competitive Minimum Qualifications

Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-7 or higher and otherwise eligible for transfer under Civil Service Law.

55 B/C Appointment

This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.

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

Additional Comments

The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.