Office Assistant 2 (NY HELPS)

New York State Department of Taxation and Finance; City of Rochester (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

New York State Department of Taxation and Finance is seeking an Office Assistant II to support day-to-day office operations under the NY HELPS program. You will manage clerical tasks, maintain databases, handle mail, and assist the Administrative Assistant II in routine activities.

A strong command of Microsoft Office and clear communication are essential. This role is on-site in New York and requires attention to deadlines, confidentiality, and adherence to department policies.

Qualifications

• Working knowledge of Microsoft Office programs (Excel, Word, Outlook).
• Ability to follow department rules and complete tasks within deadlines.
• One year of clerical experience preferred.
• Non-competitive/conduct-based qualification requirements under NY HELPS program.

Responsibilities

• Perform clerical tasks and maintain established databases.
• Handle mail room duties and sort/distribute mail.
• Maintain filing systems (electronic and hard copy).
• Operate printers, copiers, scanners and ensure supplies are stocked.
• Track BCMS emails and route to staff; may supervise junior staff.
• Communicate clearly, both verbally and in writing, following policies.

Skills

Microsoft Excel

Microsoft Word

Microsoft Outlook

Clerical skills

Communication skills

Tools

Microsoft Office

Job description

Duties

• Perform clerical related tasks such as creating and maintaining established databases.
• Filing, copying and scanning various documents as well as distributing materials. Maintaining electronic and hard copy filing systems. Answering and routing telephone calls to appropriate staff. Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Handling all mail room duties, collecting, and sending outgoing mail; sorting and distributing incoming mail to the various divisions in the office.
• Operate office equipment such as printers, photocopiers, and scanners by ensuring that paper trays are filled, and toner cartridges are changed as needed.
• Ensure that all printers and copiers have an adequate supply of copy paper and toner.
• Keeping an inventory of office supplies by maintaining a database of office supplies.
• Keeping track of shred bin pick-up and escorting shredding company staff to truck to verify that bins have been properly secured.
• Process and/or cashier incoming checks.
• Office Assistant II will work closely with the Administrative Assistant II and will assist them with the day-to-day operations of the office. These duties include but are not limited to:
• Tracking BCMS emails and routing them to the appropriate staff
• May be required to supervise an Office Assistant I
• Any other assigned duties
• The Office Assistant II must have a working knowledge of Microsoft Operating System programs, such as Excel, Word, and Outlook.
• 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 and regulations.

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 maybe filled via a permanent 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.

COMPETITIVE MINIMUM QUALIFICATIONS: The selected candidate must be reachable on the eligible list for this title and location under Civil Service Law, Rules and Regulations.

OR

The selected candidate must be eligible for a 70.1 transfer under Civil Service Law, Rules and Regulations.

OR

NON-COMPETITIVE MINIMUM QUALIFICATIONS: Current NYS employee with one year or more of qualifying permanent service as an office assistant, clerical or keyboarding title allocated to Grade 6 Or Higher. Qualifying Titles Are Available At https://www.cs.ny.gov/examannouncements/announcements/38687titles.cfm.

OR

One year of clerical experience.

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).

Note: Due to the nature of this position, newly hired employees will not be eligible to telecommute. After the specified training period, employees may be allowed to submit a telecommuting application in accordance with the Department’s policy and subject to management approval.