Office Assistant ; NY HELPS

Position: Office Assistant 2 (NY HELPS)
Duties Description
• Download, analyze, organize, and assemble electronic PDF files and create summary documents for FOIL requests and for litigating attorneys.

• Review fundraiser filings for completeness and accuracy.

• Financial statement processing:
Intake, log, scan, and review closing statement documents received into the Fundraising Unit on a daily basis.

• Enter data for financial statements.

• Search database for information pertaining to Fundraising Professionals and Charitable Organizations in order to identify documentation and answer inquiries by phone and email.

• Enter incoming documents into Excel document log for tracking and follow-up.

• Monitor filing deficiencies and follow up on deficient filings.

• Assist with updating forms and review processes.

• Issue notices and letters to fundraisers and monitor responses.

• Open and distribute mail.

• Handle multiple phone calls and emails from registrants and the public.

• Assist in annual archiving projects.

• Perform other duties as assigned.

Familiarity with MS Office and Adobe applications preferred

Minimum Qualifications 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 (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.

NON-COMPETITIVE

QUALIFICATIONS:

One year of clerical experience.

OTHER WAYS TO QUALIFY:

Reachable on the Department of Civil Service Eligible list for Office Assistant 2.

OR

Eligible for a lateral transfer or eligible for transfer under 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website.

Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025.

Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these time frames and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources.
Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.

Additional Comments ADDITIONAL COMMENTS
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 (OSC) in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.

The Office of the NYS Attorney General (OAG) cannot provide sponsorship for work authorization. Candidates need to be authorized to work in the United States to be employed by this agency. It is incumbent upon employees to maintain work authorization for the duration of their employment with the OAG. This agency does not participate in E-Verify for work authorization purposes.

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources Management Bureau

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