Review Vacancy
AgencyEducation Department, State
TitleOffice Assistant 2 (NY HELPS), Box OCE-1390/80209
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $41399 to $50884 Annually
Minimum 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. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
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:
To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
• One year of clerical experience
PROMOTION: Current State employees must have 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.
COMPETITIVE MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Office Assistant 2.
Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-7 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications:
• Be a current NYS Department of Education employee with 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.
Provisional candidates must take the examination for Office Assistant 2 when it is next offered, and must be reachable on the resulting eligible list to maintain employment.
Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education is seeking candidates for an Office Assistant 2 position in the New York State Archives (NYSA). This position will be assigned to the Access Services Unit. Access Services is responsible for the intake, description, and housing of archival records transferred by state agencies to ensure long-term preservation and public accessibility. Under the direction of an Archives and Records Management Specialist 3, the Office Assistant 2 will supervise and perform quality control of the work of Office Assistant 1 staff, coordinate record pickups from state agencies and off-site storage facilities and coordinate the daily pulls of boxes for staff and patron use. The Office Assistant 2 will work with their supervisor on projects to rehouse and inventory records based on management priorities. The position provides opportunity for growth in planning and supervision in a friendly, productive environment. Training will be provided.
• Supervise Office Assistant 1 staff, assign work and perform quality control of staff work.
• Assist in the inventory and rehousing of historical documents.
• Responsible for tracking supplies and reporting when orders are needed.
• Coordinate daily pulls of records for staff and patron use which will involve lifting and replacing boxes on shelves and carts.
• Coordinate records pickups from off-site storage facilities and state agencies which will involve lifting boxes.
• Make updates to electronic tracking systems to reflect recently completed work.
• Serve on the Stacks Maintenance Team to ensure records storage areas are clean and report physical issues such as water leaks.
• Serve as a backup to staff the Registration Desk to register patrons to use the Research Room of the New York State Archives and New York State Library’s Manuscripts and Special Collections.
• Must have a valid NYS driver’s license.
• Perform clerical tasks as assigned to support the efforts of Archival Services and the New York State Archives.
Additional Comments CONDITIONS OF EMPLOYMENT:
This will be a permanent competitive appointment, a permanent non-competitive appointment, or a temporary provisional appointment. At this time, agencies may recruit and hire employees by making temporary appointments. Provisional candidates must take the examination for Office Assistant 2 when it is next offered and must be reachable on the resulting eligible list to maintain employment. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. This position will require 5% in-state travel.
Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.
This position leads to a maximum salary of $50,884 based on annual performance advances.
APPLICATION: Qualified candidates should send a resume and letter of interest by May 1, 2024 to ocejobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1390/80209) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.
New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.
Interested in a job with New York State, but don’t know where to start?
Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf
Generous benefits of working for New York State, including, but not limited to, the following:
Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.
Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.
Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Opportunities for telecommuting.
• Eligibility for various life insurance options.
Some positions may require additional credentials or a background check to verify your identity.
Name Office of Human Resources Management
Email Address ocejobs@nysed.gov
Address
Street NYS Education Department
89 Washington Avenue, OHRM, Room 528 EB
Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by May 1, 2024 to ocejobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1390/80209) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.