Office Assistant 1 (NY HELPS)

New York State Department of Taxation and Finance; New York (NY); On-site; USD 42,000 - 66,000; Full time

Job summary

The New York State Department of Taxation and Finance is seeking an administrative professional to support essential clerical functions in a fast-paced environment. The role focuses on maintaining electronic and manual records, reviewing documents for completeness, handling mail, and preparing various documents and reports.

Responsibilities include data entry, use of standard office equipment, and maintaining knowledge of agency computer systems.

Responsibilities

• Maintain electronic and manual records and files; receive, screen, review and verify documents.
• Prepare and issue documents; verify the validity of documents.
• Sort and distribute mail, review applications claims and other documents for completeness, content, and accuracy.
• Maintain inventory of supplies and equipment.
• Use common office equipment such as printers, photocopy machines and calculators.
• Develop a strong working knowledge of agency computer systems and software.
• Enter and/or retrieve and search for information.
• Communicate effectively in writing and orally; schedule administrative proceedings; operate a multi-line telephone to answer and transfer calls to appropriate staff.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Type envelopes, forms and reports when required.
• Manipulate an alphanumeric keyboard; use and navigate various computer systems and applications; enter and/or retrieve information; search for and compile information and data.
• Perform related clerical tasks such as data entering, collating, photocopying, and distributing materials.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
• Perform other duties as required.

Job description

Duties Description

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

• Maintain electronic and manual records and files; receive, screen, review and verify documents.
• Prepare and issue documents; verify the validity of documents.
• Sort and distribute mail, review applications claims and other documents for completeness, content, and accuracy.
• Maintain inventory of supplies and equipment.
• Use common office equipment such as printers, photocopy machines and calculators.
• Develop a strong working knowledge of agency computer systems and software.
• Enter and/or retrieve and search for information.
• Communicate effectively in writing and orally; schedule administrative proceedings; operate a multi-line telephone to answer and transfer calls to appropriate staff.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Type envelopes, forms and reports when required.
• Manipulate an alphanumeric keyboard; use and navigate various computer systems and applications; enter and/or retrieve information; search for and compile information and data.
• Perform related clerical tasks such as data entering, collating, photocopying, and distributing materials.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
• Perform other duties as required.

Description

Duties Description

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

• Maintain electronic and manual records and files; receive, screen, review and verify documents.
• Prepare and issue documents; verify the validity of documents.
• Sort and distribute mail, review applications claims and other documents for completeness, content, and accuracy.
• Maintain inventory of supplies and equipment.
• Use common office equipment such as printers, photocopy machines and calculators.
• Develop a strong working knowledge of agency computer systems and software.
• Enter and/or retrieve and search for information.
• Communicate effectively in writing and orally; schedule administrative proceedings; operate a multi-line telephone to answer and transfer calls to appropriate staff.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Type envelopes, forms and reports when required.
• Manipulate an alphanumeric keyboard; use and navigate various computer systems and applications; enter and/or retrieve information; search for and compile information and data.
• Perform related clerical tasks such as data entering, collating, photocopying, and distributing materials.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
• Perform other duties as required.

Qualifications

Minimum Qualifications

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 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

There are no minimum education or experience requirements for this title.

Competitive Minimum Qualifications

Current NYS employee eligible for 70.1 transfer under the provisions of NYS Civil Service Laws, Rules, & Regulations.

OR

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

OR

55-b/c: please include your letter of eligibility with your response.

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.

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).

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