Office Assistant 2 (NY HELPS) - Vacancy ID# 228682

Duties Description The Office Assistant 2 duties in the Office of General Counsel (OGC) will include but are not limited to the following: In-office phone coverage of the OGC mainline. Submitting building maintenance requests and ITS reported issues on behalf of staff. Handling of moving correspondence (mail), and delegating amongst staff, as well as receiving and distributing outgoing correspondences to appellants, local governments, and state agencies when requested. Storing records and documents via physical and digital filing standards consistent with agency record retention policies & procedures. Greeting visitors to OGC and directing them within the division. Assisting with supply inventory restocking, distributions, and gathering requests from staff for quarterly supply orders. Managing in-office activity spreadsheet and calendars used daily by staff. Assisting with organizing and shelving instructions of law library. Operating and replacing office machinery (i.e., photocopiers, printers, shredders, fax machines, etc.) Scheduling staff meeting series via the office shared calendar and reviewing staff availability through scheduling assistance. Creating and updating organizational charts and/or spreadsheets to maintain structural efficiency. Minimum Qualifications NON-COMPETITIVE 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 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 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. The minimum qualifications for Non-Competitive appointment are: One year of clerical experience. 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. COMPETITIVE MINIMUM QUALIFICATIONS: CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list. TRANSFER QUALIFICATIONS: One year of permanent, contingent permanent, or 55-B/C service in a title SG-07 or higher and otherwise eligible for transfer under Civil Service Law. A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. PREFERRED QUALIFICATIONS: Must be proficient in Cisco telephony communications or have a minimum of 1-2 years of call center experience within a state agency or local government office. A minimum completion of a high school diploma or GED certification. Prior experience with state agency SharePoint sites, ny.gov webpages, or 1-2 years of experience navigating online research tools and credible sources. Prior or current experience working in a clerk or receptionist title. Proficient in Microsoft software programs (i.e., Microsoft Word, Excel, Outlook 365 email, MS Teams, OneDrive, Webex virtual meeting, Adobe Acrobat/Pro, and Windows 11). Have a basic understanding of inventory management and office equipment maintenance (i.e., photocopiers, printers, shredders, and fax machines). Minimum of 1-2 years of experience in filing or record keeping. Must be able to commute to work full time as the duties of the position cannot be performed from home. It is essential that candidates clearly and concisely indicate exactly how they meet t…

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