Office Assistant 2

NYS Office for People With Developmental Disabilities; New York (NY); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid parental leave

Life insurance

Job summary

The NYS Office for People With Developmental Disabilities seeks an Office Assistant 2 to provide clerical support in Staten Island, PSES Safety Departments. Responsibilities include data entry, filing, and maintaining records.

Candidates should have strong Word/Excel skills, reliable attendance, and the ability to work independently. The role offers a state employment package including comprehensive benefits.

Qualifications

• Promotion: One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.
• Open Competitive: One year of clerical experience.
• Competitive: You must be reachable for appointment on the current Civil Service eligible list used for filling this title.
• Transfer: One year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; or be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law.

Responsibilities

• Provide back up to other OA2s within PSES Safety Departments statewide.
• Assist in the filing of statewide ITM reports.
• Provide back up for the statewide PSES invoice filing and tracking system.
• Manage and process the Identification Card system for various districts within OPWDD.
• Answer questions for and provide information to various parties regarding agency activities, transactions and procedures.
• Operate various communication systems such as telephones and computers and keep records of such communications.
• Answer phones, develop and complete forms, assist customers, create or assist in the preparation of reports, charts, and other related activities.
• Maintain, update and correct records and files.
• File, update, and complete work order submissions
• Receive, screen and review various documents and/or forms.
• Establish new files by coding and numbering forms, creating folders and compiling relevant material.
• Take notes and write up the meeting minutes, from any meeting, as needed.
• Maintain various listings for staffing purposes.
• Maintaining records of all Safety Officers and notifying them when Training is needed.

Skills

Microsoft Word

Excel

agency databases

communication

time & attendance

Job description

Duties Description

POSITIION DESCRIPTION:

The Office Assistant 2 performs a variety of clerical support to meet the requirements of Staten Island, PSES, Safety and Departments. The Office Assistant 2 will perform data entry; mail supply and inventory functions; keyboarding and other documentation tasks as needed.

PRIMARY DUTIES AND RESPONSIBILITIES

• Provide back up to other OA2s within PSES Safety Departments statewide.
• Assist in the filing of statewide ITM reports.
• Provide back up for the statewide PSES invoice filing and tracking system.
• Manage and process the Identification Card system for various districts within OPWDD.
• Answer questions for and provide information to various parties regarding agency activities, transactions and procedures.
• Operate various communication systems such as telephones and computers and keep records of such communications.
• Answer phones, develop and complete forms, assist customers, create or assist in the preparation of reports, charts, and other related activities.
• Maintain, update and correct records and files.
• File, update, and complete work order submissions
• Receive, screen and review various documents and/or forms.
• Establish new files by coding and numbering forms, creating folders and compiling relevant material.
• Take notes and write up the meeting minutes, from any meeting, as needed.
• Maintain various listings for staffing purposes.
• Maintaining records of all Safety Officers and notifying them when Training is needed.

PREFERRED REQUIREMENTS

• Ability to work effectively with the Department.
• Ability to work independently.
• Previous experience in duties referenced above.
• Ability to effectively communicate in a professional manner both verbally and in writing.
• Strong background in applicable software applications such as Microsoft Word and Excel and agency databases.
• Reliability as evidenced by a review of time and attendance records.

LinkedIn: https://www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/posts/?feedView=all

Minimum Qualifications

Promotion: One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.

Open Competitive: One year of clerical experience.

Competitive: You must be reachable for appointment on the current Civil Service eligible list used for filling this title.

Transfer: Candidates must have one year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; or be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/index.cfm.

Additional Comments

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.

At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.

• Please note that starting salary for this title reflects the downstate adjustment. Posted Hiring Salary includes the sum of the statutory hiring rate for CSEA Grade 9 ($42,641) and Downstate Adjustment ($4,000). Downstate Adjustment is added to the job rate ($52,413).
• If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee.
• For CSEA positions: Local Bidding Agreements will be honored.
• Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume.
• All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.
• If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit www.studentAid.gov/publicservice.
• Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).
• If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at [phone] or email [e-mail] to obtain information and RA forms.
• Savings programs such as the U.S. Savings Bond and the College Savings Plan.
• Voluntary pre- tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses.
• Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.
• Life insurance and Disability insurance.
• The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.
• Paid Holidays and Leave:
  • Thirteen (13) paid holidays each year.
  • Thirteen (13) days of paid vacation leave initially.
  • Five (5) days paid personal leave each year.
  • Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
  • Up to three (3) days professional leave each year to participate in professional development events.

Health Care Coverage:

Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.

Paid Parental Leave:

Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.

Retirement Program:

Participate in The NYS Employees’ Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in the nation.

Professional Development and Education and Training:

NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. For more information, please visit https://oer.ny.gov/training-and-professional-development.

Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit https://oer.ny.gov/public-service-workshops-program-pswp.

OPWDD is an Equal Opportunity/Affirmative Action employer dedicated to creating and sustaining a culture of inclusion. We believe that we are most effective in managing and improving our service system with a diverse team of employees. With such a large workforce, we rely on the collective individual differences, life experiences, knowledge, self-expression, ideas and talent that our employees bring to their work. This speaks to our culture and is a key part of our successes. As we continuously recruit people for our team, we welcome the unique contributions that applicants bring in terms of their education, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, color, religion, disability, sexual orientation and beliefs.

All people with disabilities are encouraged to apply.