Office Assistant 2

New York State Police; City of Albany (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

New York State Police is seeking an administrative support specialist for the personnel unit to handle filing, data entry, scanning, and inbox monitoring. You will assist with project work and support records retention initiatives, including converting files to jackets and organizing offsite retrievals.

The role requires experience in office software, customer service, and business writing, with potential use of division vehicles for offsite records retrieval.

Qualifications

• One year in a Salary Grade 6 position or higher,
• OR
• High School Diploma and one year of experience in an administrative support role, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or management of an office.

Responsibilities

• Provide administrative support for the personnel unit, including filing, data entry, photocopying, scanning, monitoring shared inboxes, and assisting with specific projects.
• Support clerical processing and record maintenance tasks using word processing software, spreadsheets, database applications, and desktop publishing tools.
• Assist with special filing projects as needed, including converting recruitment files to personnel jackets and supporting records retention initiatives, such as relocating jackets to the Records Center and digitization of records.
• Prepare confidential personnel jacket requests, including immediate requests from internal units such as Division Counsel and the Professional Standards Bureau. This involves locating records in both electronic and physical formats and assembling complete and accurate jackets.
• Operating a Division vehicle may be required to retrieve records from offsite State Archives.
• Assist with maintaining electronic and physical employee personnel records in line with established standards for records retention, confidentiality, and security.
• Participate in training on records retention, records management procedures, the use of the Laserfiche or other electronic records system, confidentiality, and quality control standards.
• Assist in managing the division's electronic records system which includes preparing records for scanning, organizing and removing duplicate documents, and verifying the completeness of documents.
• Perform quality control reviews of scanned documents to confirm clarity, completeness, and accurate indexing.
• Perform additional duties as directed by supervisory staff.

Skills

Administrative support

Office software

Data entry

Customer service

Education

High School Diploma

Tools

Laserfiche

Word processing

Spreadsheets

Database applications

Job description

Duties Description

Provide administrative support for the personnel unit, including filing, data entry, photocopying, scanning, monitoring shared inboxes, and assisting with specific projects.

Description

Duties Description

Provide administrative support for the personnel unit, including filing, data entry, photocopying, scanning, monitoring shared inboxes, and assisting with specific projects.

Support clerical processing and record maintenance tasks using word processing software, spreadsheets, database applications, and desktop publishing tools.

Assist with special filing projects as needed, including converting recruitment files to personnel jackets and supporting records retention initiatives, such as relocating jackets to the Records Center and digitization of records.

Prepare confidential personnel jacket requests, including immediate requests from internal units such as Division Counsel and the Professional Standards Bureau. This involves locating records in both electronic and physical formats and assembling complete and accurate jackets. Operating a Division vehicle may be required to retrieve records from offsite State Archives.

Assist with maintaining electronic and physical employee personnel records in line with established standards for records retention, confidentiality, and security.

Participate in training on records retention, records management procedures, the use of the Laserfiche or other electronic records system, confidentiality, and quality control standards.

Assist in managing the division's electronic records system which includes preparing records for scanning, organizing and removing duplicate documents, and verifying the completeness of documents. Perform quality control reviews of scanned documents to confirm clarity, completeness, and accurate indexing.

Perform additional duties as directed by supervisory staff.

Qualifications

Minimum Qualifications

One year in a Salary Grade 6 position or higher,

OR

High School Diploma and one year of experience in an administrative support role, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or management of an office.

Preference will be given to those candidates that can demonstrate experience in an office setting.

Minimum qualifications must be met by the closing date of the posting.

Additional Comments

Resumes will be evaluated to determine whether candidates will proceed to the interview phase of the process.

The New York State Police will not offer permanent employment to any candidate unless the candidate provides documentation that they are authorized to accept work in the United States on a permanent basis. It is the policy of the New York State Police not to hire F1 or H1 visa holders for permanent employment or to sponsor non-immigrant aliens for temporary work authorization visas or for permanent residence.

The New York State Police values a diverse and inclusive workforce where the unique skills of all employees are valued in support of the mission of the Division. Qualified candidates are considered for employment without the regard to age, race, color, religion, gender identity and expression, disability, national origin, gender, sexual orientation, military or veteran status or any other characteristic protected by law. The New York State Police is an equal opportunity/affirmative action employer that accept all applications from a wide range of candidates.

The New York State Police complies with federal and state laws and makes reasonable accommodations for qualified individuals with disabilities and/or sincerely held religious belief. If a reasonable accommodation is needed to participate in the job application or interview process, please contact the Division Personnel Office at [phone] or [e-mail].