Office Assistant 2 (NY HELPS) - Vacancy ID# 228682

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

Benefits offered by this job

Office equipment maintenance

Job summary

New York State Department of State seeks an Office Assistant 2 to handle clerical tasks, front-desk duties, mail distribution, and records management in the Office of General Counsel. The role supports staff through calendar maintenance, inventory control, and coordination of meetings.

The candidate should have at least one year of clerical experience and a HS diploma or GED, with strong Microsoft Office and SharePoint familiarity. On-site work in Albany, with NY HELPS context.

Qualifications

• One year of clerical experience required.
• Proficiency with Microsoft Office and collaboration tools preferred.
• Familiarity with state websites and SharePoint is a plus.

Responsibilities

• In-office phone coverage of the OGC mainline.
• Submit building maintenance requests and ITS issues for staff.
• Handle mail, distribute correspondences to appellants, local governments, and state agencies.
• Store records per agency retention policies.
• Greet visitors and direct them within the division.
• Assist with supply inventory and quarterly restock requests.
• Manage staff calendars and activity spreadsheets.
• Organize and shelve law library instructions.
• Operate and maintain office equipment (copiers, printers, shredders, fax machines).
• Schedule staff meetings and check staff availability.
• Create organizational charts and spreadsheets to improve efficiency.

Skills

Clerical experience

Call center experience

Communication skills

Research with credible sources

Organizational skills

Education

High school diploma or GED

Tools

Cisco telephony systems

Microsoft Word

Microsoft Excel

Outlook 365

MS Teams

OneDrive

Webex

Adobe Acrobat/Pro

Windows 11

SharePoint

Job description

Duties Description

The Office Assistant 2 duties in the Office of General Counsel (OGC) will include but are not limited to the following:

• In-office phone coverage of the OGC mainline.
• Submitting building maintenance requests and ITS reported issues on behalf of staff.
• Handling of moving correspondence (mail), and delegating amongst staff, as well as receiving and distributing outgoing correspondences to appellants, local governments, and state agencies when requested.
• Storing records and documents via physical and digital filing standards consistent with agency record retention policies & procedures.
• Greeting visitors to OGC and directing them within the division.
• Assisting with supply inventory restocking, distributions, and gathering requests from staff for quarterly supply orders.
• Managing in-office activity spreadsheet and calendars used daily by staff.
• Assisting with organizing and shelving instructions of law library.
• Operating and replacing office machinery (i.e., photocopiers, printers, shredders, fax machines, etc.)
• Scheduling staff meeting series via the office shared calendar and reviewing staff availability through scheduling assistance.
• Creating and updating organizational charts and/or spreadsheets to maintain structural efficiency.

Ny Helps

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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

The Minimum Qualifications For Non-Competitive Appointment Are

One year of clerical experience.

55 B/C APPOINTMENT: This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.

Competitive Minimum Qualifications

CIVIL SERVICE LIST APPOINTMENT: Candidates must be reachable on the appropriate Civil Service eligible list.

TRANSFER QUALIFICATIONS: One year of permanent, contingent permanent, or 55-B/C service in a title SG-07 or higher and otherwise eligible for transfer under Civil Service Law.

A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

Preferred Qualifications

• Must be proficient in Cisco telephony communications or have a minimum of 1-2 years of call center experience within a state agency or local government office.
• A minimum completion of a high school diploma or GED certification.
• Prior experience with state agency SharePoint sites, ny.gov webpages, or 1-2 years of experience navigating online research tools and credible sources.
• Prior or current experience working in a clerk or receptionist title.
• Proficient in Microsoft software programs (i.e., Microsoft Word, Excel, Outlook 365 email, MS Teams, OneDrive, Webex virtual meeting, Adobe Acrobat/Pro, and Windows 11).
• Have a basic understanding of inventory management and office equipment maintenance (i.e., photocopiers, printers, shredders, and fax machines).
• Minimum of 1-2 years of experience in filing or record keeping.
• Must be able to commute to work full time as the duties of the position cannot be performed from home.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments

The Department of State 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].

The NYS Department of State does not participate in E-Verify and does not sponsor visa applications.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.