Office Assistant ; NY HELPS

Position: Office Assistant 2 (NY HELPS)
Duties Description This position is within the Litigation Bureau.

Duties include:

• Input various case information and documents in the case management system; ascertain information maintained on the system concerning matters handled in the office.

• Review emails sent to the Albany Litigation Bureau mailbox and make sure they are provided to the appropriate staff.

• Promptly scan incoming Court Decisions and Orders and save them into a bureau directory for decisions.

• Enter a variety of case information and activities into the Litigation Bureau's computerized case management system.

• Date stamp incoming mail to the Bureau. Distribute incoming correspondence, decisions, orders, court papers, etc., to appropriate staff within the bureau on a daily basis.

• Identify incoming correspondence, documents, and court papers related to new cases received in the office and follow procedures in place for the creation of a new file, (i.e., creation of a new file folder, and dissemination to appropriate staff once a new file has been created).

• Answer incoming phone calls to the general/main phone line of the Litigation Bureau.

• Make court runs to local courthouses to deliver and file documents or pick up documents when required.

• Coordinate the repair and maintenance of copiers/printers/fax machines, and order supplies for these machines.

• Order all supplies available from our warehouse and ensure that the items are stored in a proper manner.

• Perform other duties as assigned.

• Input various case information and documents in the case management system; ascertain information maintained on the system concerning matters handled in the office.

• Review emails sent to the Albany Litigation Bureau mailbox and make sure they are provided to the appropriate staff.

• Promptly scan incoming Court Decisions and Orders and save them into a bureau directory for decisions.

• Enter a variety of case information and activities into the Litigation Bureau's computerized case management system.

• Date stamp incoming mail to the Bureau. Distribute incoming correspondence, decisions, orders, court papers, etc., to appropriate staff within the bureau on a daily basis.

• Identify incoming correspondence, documents, and court papers related to new cases received in the office and follow procedures in place for the creation of a new file, (i.e., creation of a new file folder, and dissemination to appropriate staff once a new file has been created).

• Answer incoming phone calls to the general/main phone line of the Litigation Bureau.

• Make court runs to local courthouses to deliver and file documents or pick up documents when required.

• Coordinate the repair and maintenance of copiers/printers/fax machines, and order supplies for these machines.

• Order all supplies available from our warehouse and ensure that the items are stored in a proper manner.

• Perform other duties as assigned.

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:

• Office Assistant 2 (CSEA SG 9, current starting salary $42,641, job rate $52,413):
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.…