Review Vacancy
AgencyMilitary and Naval Affairs, Division of
TitleOffice Assistant 3 (Human Resources/Personnel)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitDMNA - Division of Military and Naval Affairs (CSEA)
Salary RangeFrom $51711 to $62806 Annually
Jurisdictional Class "Other" (generally Military Law positions)
Minimum Qualifications This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
Two (2) years of permanent state service as an Office Assistant 2, State Grade (SG) 9 or similar state position, SG-9 or higher. Must be proficient in Microsoft Office Word and Excel.
OR
Four (4) years of full-time experience in a clerical, secretarial, or office administration position performing office operation tasks such as bookkeeping, accounting, telephone communication, preparation of correspondence, file management, scheduling of meetings and travel, data entry, and/or similar duties. Supervisory experience preferred. Must be proficient in Microsoft Office Word and Excel.*
AND
Must be at least 18 years of age and have a high school diploma or GED.
Must have and maintain a valid driver’s license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver’s license status to supervisory chain of command and/or Human Resources.
In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required – especially at Air Bases when flight line access requires SECRET.
Must be able to read and write in English.
Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word and Excel.
Required to have or successfully complete within 90 days of receiving computer access, all Statewide Financial System (SFS), Statewide Learning Management System (SLMS) and other computer training as related to position duties.
* Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate a combination totaling at least four (4) years of full-time experience, including some supervisory experience, computer proficiency and direct relevance to the job duties noted above.
At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination.
NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Directorate for current information on minimum requirements for appointment. Please contact State Human Resources Directorate for any further information regarding the position requirements.
Duties Description This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of but is not limited to: performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. This position will be assigned to the Directorate of Military Personnel (MNP) where the preponderance of activities will be related to the administration of the New York State and Federal Awards Programs. The incumbent will handle significant amounts of personally identifying and other confidential information.
The Office Assistant 3 (Human Resources/Personnel) may perform supervisory duties as necessary. The Office Assistant 3 will be responsible for much of the clerical or administrative operations of the awards activities. The incumbent will provide support work requiring substantive knowledge of the program area which is often complex in nature. The incumbent will be expected to have exceptional computer skills and knowledge of current office technology, will perform tasks with considerable independence, and must be able to make comprehensive, thought-out decisions.
The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel.
In this assignment, duties and responsibilities may include but are not limited to the following:
• Processes requests for Awards, Decorations of Honor, Medals, and Certificates for veterans, Active Duty, injured and deceased military members.
• Responsible for the research involved in preparing the appropriate awards and certificates for military members or units returning from mobilization duty and the issue of the actual awards
• Apply the necessary policies, procedures, laws, rules, regulations and guidelines that require interpretation relating to the many various state and federal awards/medals requests.
• Assist in the preparation of the annual budget request and projections associated with state awards/recognitions.
• Responsible for awards/recognition inventory and supporting records.
• Must obtain, provide, clarify, or verify information; answer questions, investigate and resolve discrepancies in records and transactions; and explain procedural, regulatory, and processing requirements.
• Will provide administrative support duties as assigned related to State Active Duty (SAD).
• Perform administrative duties associated with mail, stores and other operational tasks.
• May communicate with outside vendors, agencies or private carriers.
• Will use various forms of technology and equipment.
• May schedule appointments, meetings, and travel.
• Perform routine processing activities, including editing, maintaining and updating records, correspondence, and files/file systems.
• Enter and retrieve data and information from computerized systems.
• Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents
• Must be able to work with confidential data in a responsible and professional manner to include payroll and benefits information.
• Provide employees and managers with information on and interpretations of the agency’s awards procedures and policies, or other aspects of the department.
• Periodic overtime may be required; at times with short notice, especially during state military emergency responses to domestic operations.
• Periodic travel may be required using various modes of transportation; at times with short notice, especially during state military emergency responses to domestic operations.
• Other job duties as assigned.
JOB REQUIREMENTS
• Basic knowledge of applicable rules and regulations, preferably associated with state and federal awards.
• Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word, Excel, electronic mail (e-mail) and internet searches such as for postal/carrier information or supply products.
• Must be able to sit, stand and/or walk for extended periods of time.
• Must be able to push, pull, lift and carry heavy objects and equipment (up to 50 lbs) as part of daily activities.
• Must have good verbal and written communication skills; be able to clearly and concisely prepare written correspondence.
• Ability to read and write in English.
• Ability to work independently with minimal supervision as well as with other individuals in a project/team setting.
• Ability to get along with and interact well with different groups of people, including co-workers, management, both Federal and State personnel, and the public.
• Ability to follow directions, ensure follow through and completion of assignments and seek assistance or report concerns when needed.
• Ability to prioritize assignments and be productive in a fast-paced, multi-faceted work environment.
• Ability to work with data and information with attention to detail and minimize errors.
• Demonstrate reliability and trustworthiness.
• Will complete and attend training as required.
• Periodic overtime may be required
• Periodic travel may be required using various modes of transportation.
• Performs other duties as assigned.
• Must be able to supervise and train subordinate personnel.
• Must be able to compile, reconcile and prepare complex documentation such as financial and budgetary data worksheets.
• Must be able to work with confidential data in a responsible and professional manner to include payroll and benefits information.
Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
Some positions may require additional credentials or a background check to verify your identity.
Email Address ng.ny.nyarng.mbx.mnhs-job-posting@army.mil
Address
Street New York State Division of Military and Naval Affairs-State Human Resources Management
330 Old Niskayuna Road
Notes on ApplyingTo be considered for interview, submit a cover letter and resume. In e-mail subject line and cover letter indicate the title, location, vacancy announcement number of the position for which you are applying. Ensure to clearly note how you meet the minimum qualifications for the position. Please be certain to note your specific license or certification to meet requirements.
If you are a former public employee retired within New York State currently receiving benefits, indicate this and the name of the retirement system in your cover letter.
Cover letter and resume may be submitted via E-mail (preferred method), FAX, or Mail. ENSURE TO COPY E-MAIL ADDRESS EXACTLY.
E-mail to: ng.ny.nyarng.mbx.mnhs-job-posting@army.mil
FAX to: (518) 786-4969
For Questions: (518) 786-4830
Mail to:
New York State Division of Military and Naval Affairs
State Human Resources Management
330 Old Niskayuna Road
Latham, New York 12110-3514
Attn: Classifications
ALL DOCUMENTS MUST BE RECEIVED IN STATE HUMAN RESOURCES MANAGEMENT (MNHS) BY DECEMBER 6, 2022.
VAGUENESS AND OMISSIONS WILL NOT BE RESOLVED IN YOUR FAVOR.
ALL CURRENT PERMANENT DMNA STATE EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE INTERVIEWED TO EVALUATE THEIR QUALIFICATIONS, TRAINING, EXPERIENCE, ABILITY TO MEET THE NEEDS OF THE DIVISION AND ABILITY TO PERFORM THE DUTIES AND REQUIREMENTS OF THE POSITION. THE REQUIREMENT TO PROVE QUALIFICATION SHALL REST WITH THE EMPLOYEE.
ALL OTHER CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.