Office Assistant

Duties

The Office Assistant 3 duties in the Bureau of Administrative Services will include but are not limited to the following:

• Supervise staff engaged in the handling and distribution of mail and supplies.
• Oversee the receipt, sorting and distribution of mail and packages.
• Schedule work activities to ensure adequate coverage, orderly and timely handling and distribution of mail and supplies.
• Provide training to employees and explain any changes in procedures.
• Evaluate employee performance; discuss any work-related issues or deficiencies and corrective actions.
• Draft and revise procedures for the handling and distribution of mail and supplies.
• Review complaints and take appropriate action to resolve them.
• Correspond with local postal authorities and express mail service providers to resolve mailing issues.
• Ensure compliance with USPS mailing and regulations, maintain up-to-date information on postal rates and services.
• Oversee bulk mail insert and sort operations.
• Perform basic maintenance on mail processing equipment.
• Maintain records, develop and update postal expense tracking spreadsheets.
• Prepare periodic production and expense reports.
• Assist in preparing the annual postal budget.
• Prepare and update stock inventory; ensure stock is stored properly.
• Arrange for the transfer of records from agency premises and removal of obsolete records in accordance with agency policy regarding the destruction of records.
• Travel as needed to locations statewide.
• Operate a motor vehicle - valid NYS license required.
• Other duties as assigned.

• Minimum Qualifications
• Strong supervisor experience
• Prior mailroom experience
• Mail postage machine experience
• Experience maintaining large quantities of inventory

Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-12 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 the provided link.

In accordance with Section 52.7 of the Civil Service Law, if the number of qualified candidates who apply for the position is three or less, a permanent appointment can be made, at agency discretion, by non-competitive promotion of an applicant who meets the minimum qualifications. To qualify, you must be a current Department of State employee and have one year of permanent, contingent permanent, or 55 B/C service in a clerical, keyboarding, or paraprofessional title allocated to Grade 7 or higher.

• The list of qualifying titles can be found at the Civil Service website.

Note:

Non-Competitive refers to not competing in an examination; the appointment will be competitive.

The Department of State is 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 accommodations during the hiring process. If you have a disability or special need that requires accommodation, please contact the HRM.Recruitment.gov.