Administrative Assistant 1 (NY HELPS)

New York State Department of Taxation and Finance; Buffalo (NY); Hybrid; USD 42,000 - 52,000; Full time

Job summary

The New York State Department of Taxation and Finance seeks an Office Assistant to perform clerical tasks, mail room duties, and manage office equipment. The role supports onboarding and daily administrative functions while upholding confidentiality and department rules.

Telecommuting options may be discussed; employment is governed by NY HELPS with potential non-competitive appointment and future conversion to competitive status.

Qualifications

• Six months of experience in administrative support, including use of office software.
• Two years of experience in administrative support, including use of office software.
• Proficiency with office software (e.g., email, word processing) and customer service.

Responsibilities

• Perform clerical tasks such as copying and filing documents, distributing materials, maintaining filing systems, and routing calls.
• Mail room duties including collecting outgoing mail and distributing incoming mail.
• Operate printers, copiers and scanners; ensure paper and toner supplies.
• Maintain inventory of office supplies and assist in ordering.
• Process incoming checks and cashier duties.
• Report building issues and escort vendors for repairs.
• Assist with onboarding of new employees and online/hard copy forms.
• Communicate clearly in writing and verbally.
• Follow department rules and confidentiality policies.
• Meet the department's time and attendance rules.

Skills

Clerical tasks

Mail room duties

Office communication

Customer service

Education

Associate degree in office administration

Tools

Microsoft Word

Microsoft Excel

Email systems

Job description

Duties Description

The incumbent must be able to perform the following essential functions:

• Perform clerical related tasks such as copying and filing various documents, distributing materials, maintaining electronic and hard copy filing systems, and answering and routing telephone calls to appropriate staff.
• Mail room duties including collecting and sending outgoing mail; sorting and distributing incoming mail and receiving deliveries.
• Operate office equipment such as printers, photocopiers, scanners by ensuring that paper trays are filled, and toner cartridges are changed as needed. Ensure that all printers, copiers have an adequate supply of copy paper and toner.
• Maintain an inventory of office supplies and assist in ordering supplies for the office.
• Process and/or cashier incoming checks.
• Report building issues to property manager and escort vendors that arrive in the office to make repairs.
• Assist with new employee onboarding including the completion of online and hard copy forms.
• Communicate clearly and effectively, both verbally and in writing.
• Follow Department rules and Audit Division procedures and policies, including but not limited to, Code of Conduct, ethics practices, security, confidentiality rules, etc.
• Meet the Department's time and attendance rules.

Description

Duties Description

The incumbent must be able to perform the following essential functions:

• Perform clerical related tasks such as copying and filing various documents, distributing materials, maintaining electronic and hard copy filing systems, and answering and routing telephone calls to appropriate staff.
• Mail room duties including collecting and sending outgoing mail; sorting and distributing incoming mail and receiving deliveries.
• Operate office equipment such as printers, photocopiers, scanners by ensuring that paper trays are filled, and toner cartridges are changed as needed. Ensure that all printers, copiers have an adequate supply of copy paper and toner.
• Maintain an inventory of office supplies and assist in ordering supplies for the office.
• Process and/or cashier incoming checks.
• Report building issues to property manager and escort vendors that arrive in the office to make repairs.
• Assist with new employee onboarding including the completion of online and hard copy forms.
• Communicate clearly and effectively, both verbally and in writing.
• Follow Department rules and Audit Division procedures and policies, including but not limited to, Code of Conduct, ethics practices, security, confidentiality rules, etc.
• Meet the Department's time and attendance rules.

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 (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.

Promotion Minimum Qualifications

One year of permanent service as an Office Assistant 2 (Keyboarding).

Non-competitive Minimum Qualifications

Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant Trainee 2

One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant 1

Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Substitution

Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Competitive Minimum Qualifications

Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations

OR

Reachable on the appropriate eligible list for this title and location.

Candidates will be required to provide documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing; AND successful completion of four elective administrative support courses by completion of probation may be required.

Additional Comments

Telecommuting and schedule to be discussed at the interview.

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.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).