Position Information

NY HELPYes

AgencyTaxation & Finance, State

TitleOffice Assistant 2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade09

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $41399 to $50884 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

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

Location

County Albany

Street Address W.A. Harriman Campus

Bldg. 9

City Albany

StateNY

Zip Code12227

Job Specifics

Duties Description The incumbent will be required to perform the following essential functions:

• Perform daily mail functions – receive, date, and stamp mail as it arrives.
• Monitor shared mailbox – TRB’s shared mailbox is the Bureau’s primary communication vehicle for; customer inquiries, questions, receiving help desk tickets, and room and equipment reservations. Duties involve monitoring the inbox daily, assigning e-mail’s to the appropriate TRB staff for response, following up as necessary regarding resolution, and filing emails in appropriate folders.
• Assist with the implementation and maintenance of the Bureau training schedule for all TRB sponsored classes. This includes reserving rooms and equipment as needed, sending instructor class/meeting invitations through Outlook, ensuring instructors are confirmed for specified dates, creating and maintaining classes in SLMS, and maintaining a master schedule.
• Answer TRB and HR General phone calls – assist customers on the phone – including taking and forwarding messages to the appropriate HR staff/units.
• Provide maintenance support for office equipment, e.g., printers.
• Liaise with OSB regarding office maintenance issues.
• Oversee and monitor the preparation of class materials for classes sponsored by TRB. Ensure that materials are available and ready for upcoming classes in a timely manner. This includes seeing that packets are assembled and include the current roster, tent cards, and handouts and any needed supplies; packets and supplies are shipped to offices when necessary; an inventory of handouts and supplies is adequate based on the class schedule; ordering materials from the print shop and maintaining adequate inventory; e-mailing rosters for district office training or programs; ensuring visitors have access to training locations by notifying security and administrative sections (participants and instructors).
• Perform SLMS Administrative duties. Follow SLMS/OER guidelines and Department procedures for entering data on SLMS. Duties include adding new courses to SLMS, adding and updating class activities, and completing class rosters. Assist with the research of discrepancies and issues employees report regarding their training history.
• Assist with completing room and equipment reservation requests. This includes assisting customer sign-out and return various training equipment that they have reserved.
• Order any office supplies using a P-card for TRB and provide back-up for other bureaus in OHRM with division purchasing requests.
• Supervise Office Assistant 1 – providing guidance and support with their day-to-day duties. Providing continual feedback to help them develop and progress in their position.

Minimum Qualifications The ability to fill this/ these position(s) is subject to DOB guidelines for processing personnel transactions. Note: A budget waiver is not required to fill positions via transfer to lateral or downward level positions within the same Department or to change line items within the same funding source; or to replace employees who have been terminated during their probationary periods. The selected candidate must be eligible for appointment in accordance with the provisions of the Civil Service Law, Rules, and Regulations.

If mandatory rehiring lists exist for this title, appointment other than reassignment must be made from these lists. If there are no acceptors from these lists, appointment may be made using the following:

Eligibility for appointment:
a) New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)
b) Employees who are currently serving in the same title are eligible for reassignment without change in title or status;
c) Candidates reachable on the appropriate eligible list for this title and location;
d) Employees eligible for transfer.

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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Current NYS employee with one year or more of qualifying permanent 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.

OR

One year of clerical experience.

Additional Comments New York State is an equal opportunity employer. It’s the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

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

Contact Information

Name Sonia Parsons

Telephone 518-457-9791

Fax

Email Address Tax.sm.External.Application@tax.ny.gov

Address

Street W A Harriman State Office Campus

City Albany

State NY

Zip Code 12227

 

Notes on ApplyingQualified candidates should copy the below web address into your browser to complete the online application for the Department of Tax and Finance. Within the application, you will attach your resume & unofficial transcript.
https://www7b.tax.ny.gov/HELP/gateway/HELP.home

Applicants may be contacted for their Social Security Number to verify their NYS employment.