Office Assistant 2

New York State Department of Civil Service; City of Albany (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Telecommuting up to 50%

Comprehensive benefits package

Job summary

The New York State Department of Civil Service is seeking an Office Assistant 2 to support mail processing, data entry, and records management within the Benefits division. The role requires handling confidential information with discretion and maintaining accurate filing systems.

Preferred candidates bring organization, attention to detail, and the ability to work independently within a team. The position operates under the NY HELPS program with potential non-competitive placement and flexible

Qualifications

• One year of clerical experience.
• Eligible for NY HELPS non-competitive appointment.
• Provisional appointment possible if eligible list has few candidates.
• 55 B/C program eligibility may be considered.
• Preferred candidates will have strong organizational skills, attention to detail; ability to work independently and discretion with sensitive information.

Responsibilities

• Receive, pick-up, deliver, and distribute mail within the Division.
• Open, sort, date stamp, and code mail by unit and retention level.
• Process mail returned by looking up in the database and deliver to correct unit.
• Scan mail using Datacap and Capture.
• Process incoming faxes in Microsoft Outlook.
• Enter and retrieve data from computerized systems.
• Purge and shred documents per HIPAA on a monthly schedule.
• Perform other duties as assigned.

Skills

Strong organizational skills

Attention to detail

Independent work

Discretion with confidential info

Job description

Duties Description

Employee Benefits has the lead role for administering the New York State Health Insurance Program (NYSHIP), one of the largest public employer health insurance programs in the nation covering more than 1.2 million lives. This position will play an important role in ensuring the continued success of the comprehensive health insurance programs.

Description

Employee Benefits has the lead role for administering the New York State Health Insurance Program (NYSHIP), one of the largest public employer health insurance programs in the nation covering more than 1.2 million lives. This position will play an important role in ensuring the continued success of the comprehensive health insurance programs.

The Office Assistant 2 duties will include but are not limited to the following:

• Receive, pick-up, deliver, and distribution of mail or other forms of correspondence or communication throughout the Division.
• Opening, sorting, date stamping, and coding mail by unit and retention level.
• Processing mail returned to the Division by looking it up in our database system and delivering it to the correct unit.
• Scanning in mail using the software programs Datacap and Capture.
• Processing incoming faxes in Microsoft Outlook.
• Enter and retrieve data and information from computerized systems.
• Maintain files, correspondence, documents, records, materials pursuant to guidelines.
• Operate various communication systems such as telephones, computers, scanners, and copiers.
• Operate and perform basic cleaning and maintenance on office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
• Purging and shredding documents in accordance with Health Insurance Portability and Accountability Act (HIPAA) regulations according to a monthly schedule.
• Performs other duties as assigned.

NY HELPS

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.

Non-competitive Minimum Qualifications (ny Helps)

One year of clerical experience.

Reassignment Qualifications

Current Department of Civil Service employees with one year of permanent, contingent permanent, or 55 B/C service as an Office Assistant 2, if less than one year, you must be currently reachable on the Office Assistant 2 eligible list for the Albany location if one exists.

Competitive Qualifications

You must be reachable on the current eligible list or eligible for transfer. Any active transition or promotion list(s) must be exhausted to appoint under the NY HELPS program.

70.1 Transfer Qualifications

One year of permanent, contingent permanent, or 55 B/C service in a title eligible for transfer and determined to be similar by Civil Service.

Provisional Qualifications

Based on the results of the canvass of the current eligible list for the Office Assistant 2 position, the Department may elect to make a provisional appointment to this position rather than a permanent appointment should the eligible list have less than three candidates interested. If a provisional appointment is made, the appointed candidate will be required to compete in the next holding of the Office Assistant 2 exam and be reachable for appointment from the newly established eligible list.

The Minimum Qualifications For Provisional Appointment Are

One year of permanent, contingent permanent, or 55 B/C service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher.

Non-competitive Promotion (ncp) Qualifications

The Department of Civil Service is considering making a request to the Department of Civil Service to hold a non-competitive promotion examination for the above title in accordance with Section 52.7 of the Civil Service Law if three or fewer interested promotional candidates respond to this notice. Before submitting such a request, we must ascertain if anyone meeting the minimum qualifications is interested in competing in a promotional examination for the above title and if they would accept appointment if offered. To qualify, you must be a current Department of Civil Service employee. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Please note this will be a competitive appointment. The term non-competitive refers to the appointed candidate not needing to compete in the next holding of the examination.

The Minimum Qualifications For NCP Appointment Are

One year of permanent, contingent permanent, or 55 B/C service as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.

55 B/C Qualifications

Current permanent non-competitive state employees certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.

Preferred Qualifications

Preferred candidates will have strong organizational skills, attention to detail; prior correspondence sorting experience, the ability to work well independently as well as part of a team; and experience managing sensitive or confidential information with discretion.

Additional Comments

#TeamCivilService is growing and is looking for motivated, forward-thinking employees to join our team to build a dynamic workforce. The Department of Civil Service is undertaking several initiatives to transform the way the agency delivers services to our partner agencies and to the public, and we are excited to be adding new members to the team. In addition to joining a growing team and agency, employees will also receive a comprehensive benefits package.

The Department of Civil Service is the central personnel agency for the Executive Branch of New York State government, serving approximately 150,000 employees. Our mission is to build tomorrow's workforce today by promoting a diverse, inclusive, and talented workforce. We lead and deliver world-class workforce management strategies by providing innovative solutions based on merit, fitness, and equality of opportunity.

Among Its Duties, The Department

• Partners with State agencies to offer workforce recruitment and placement services, including developing minimum qualifications, classifying positions, developing civil service examinations, and administering performance assessment tests.
• Administers the New York State Health Insurance Program (https://www.cs.ny.gov/nyship/), one of the largest public employer health insurance programs in the nation, serving more than 1.2 million lives.
• Assists municipal agencies with civil service administration of more than 360,000 local government employees.
• Oversees the Governor's Program to Hire Individuals and Veterans with Disabilities (https://www.cs.ny.gov/rp55/) to place individuals with disabilities in State jobs and the New New York Leaders Initiative Student Intern Program. (https://nysinternships.cs.ny.gov/nnyl/)

NOTE ON TELECOMMUTING: DCS employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with DCS Telecommuting Program Guidelines.

The Department of Civil Service is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.

We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to [e-mail]