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Review Vacancy

Date Posted 11/30/23

Applications Due12/10/23

Vacancy ID145104

AgencyState Comptroller, Office of the

TitleOffice Assistant 1, Item #00850

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade06

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $34152 to $42251 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Office of the New York State Comptroller

110 State Street

City Albany

StateNY

Zip Code12236

Minimum Qualifications You must be currently reachable on the appropriate eligible list for this title, eligible under the 55 b/c program (see below), or eligible to transfer to this title under Section 70.1 of the Civil Service Law.

70.1 Transfer:
For a 70.1 transfer to an Office Assistant 1, SG-06, you must have one year of permanent competitive service in an approved 70.1 title allocated to a salary grade 04 or above.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)

Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade.

55-b/c program:
This position may be designated 55 b/c and is subject to verification of applicant eligibility.

For a 55 b/c appointment, you must:
Possess the minimum qualifications for the selected title as established by the Department of Civil Service and listed on the most recent exam announcement. Beginning Office Assistant » Department of Civil Service (ny.gov)

• Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary)
• Have a current Eligibility Letter from the NYS Department of Civil Service, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request.

Duties Description The two Office Assistant 1 will be responsible for providing administrative office support to the Division of Human Resources (DHR) performing as the front desk receptionist for Personnel.

*Telecommuting not allowed, must provide in office customer service and office support*

The duties will include, but will not be limited to:

DHR Receptionist:
• Answer phones, screen, and direct calls to appropriate point of contact
• Greet and assist each visitor to DHR.
• Receive and distribute incoming mail.
• Manage Human Resources Electronic Mailbox
• Type general correspondence
• Ensure reception coverage at all times (breaks, meetings, days off, etc.).
• Monitor and manage the level of available office supplies; place orders/resupply as necessary.
• Update Personnel Lock Box effective date cover sheet bi-weekly

Manages Personnel History Files (PHF)
• File documents into PHF’s
• Prepare and collate PHF's when requested.
• Pull all inactive employees’ personal history files after every pay period.
• Organize and document archived files.
• Create all new employee PHF’s.
• Set up meeting notices for PHF viewings.
• Reviewing and preparing documents for scanning
• Scan hard copy documents in PHF to FileNet, electronic PHF System
• Retrieve scanned data as requested.
• Quality check documents to ensure data integrity.
• Distribute or provide access to digital documents as requested.
• Add new employees to directory and intranet directory page.
• Maintain inactive list of separating employees.

Assist with New Employee Orientation for incoming OSC employees.
• Prepare Orientation packets including ordering forms and keeping handouts up to date.
• Assist with special Orientation sessions.
• Order Health Insurance publications for OSC employees
• Create Health Insurance packets for new OSC employees.

Additional Comments DESIRED COMPETENCIES
• Reliable
• Demonstrates experience with maintaining a high level of confidentiality.
• Exhibits excellent interpersonal skills with staff, and with customers.
• Possesses excellent telephone skills.
• Manages time well and performs tasks accurately and within specific time frames.
• Demonstrates technological proficiency including Microsoft Excel, Word
• Ability to use common office equipment including personal computers, scanners, and
photocopiers.
• Demonstrates strong organizational skills and attention to detail.
• Ability to multi-task and set priorities.

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

Name Joanne Pirfo

Telephone (518) 474-1924

Fax (518) 486-6723

Email Address recruit@osc.state.ny.us

Address

Street Office of Human Resources

110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

 

Notes on ApplyingSubmit a clear, concise cover letter and resume stating how you meet the above minimum qualifications to recruit@osc.ny.gov, or the address below, no later than December 10, 2023

Reference Item #00850 – JFP in the subject line and on the cover letter for proper routing.

Human Resources mailing address:
Office of Human Resources
110 State Street, 12th Floor
Albany, NY 12236
Attn: Joanne F. Pirfo

If you have questions about this vacancy, please contact this Division representative:
Division contact: Kelly Mullally, kmullally@osc.ny.gov

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