Office Assistant

Responsibilities

Under the supervision of a Human Resources Specialist 1, provide second-level supervision to Filing Unit staff, including assigning work, establishing performance standards, reviewing completed work, providing training, taking corrective action as needed, planning, organizing, scheduling and coordinating the daily operations and workload of the Filing Unit, and completing performance evaluations.

Coordinate and oversee confidential personnel jacket requests, including emergent requests, from internal units such as Division Counsel and the Professional Standards Bureau, as well as requests from outside agencies, by locating records in electronic and physical form, assembling complete and accurate jackets, and performing final quality review of all jackets prepared by subordinate staff prior to dissemination; may require operating a Division vehicle to retrieve records from offsite State Archives.

Assist with the maintenance of electronic and physical employee personnel records in accordance with established records retention, confidentiality, and security standards.

Assist with the administration of the Division’s electronic records management system (Laserfiche), including preparing records for scanning, organizing and purging duplicate documents, verifying document completeness, and supporting lower-level staff performing these functions; conduct quality control reviews of scanned documents to ensure legibility, completeness and accurate indexing.

Maintain tracking logs, spreadsheets, and other records related to personnel jacket requests and records activity in accordance with established procedures.

Monitor and ensure accurate, consistent, and confidential data entry of employee information into the Division’s personnel electronic database by Filing Unit staff.

In conjunction with the Human Resources Specialist 1, coordinate the annual purge of personnel files for employees who have separated from service.

Respond to routine requests from Division employees and internal units regarding employee information in accordance with established procedures.

Perform clerical and administrative support tasks as needed for the personnel unit, including filing, data entry, monitoring shared inboxes, answering telephones, and assisting with assigned projects.

Participate in training related to records retention, records management procedures, Laserfiche system use, confidentiality, and quality control standards.

Minimum Qualifications

One year of service at a Salary Grade 9 or higher level,

OR

Two years of service at a Salary Grade 6 or higher level,

OR

Two years of office experience in which maintaining office files was a part of your daily job duties.

Preferred Qualification

One year of supervisory experience.

NOTE:

As a condition of employment, the incumbent of this position must possess, at minimum, a valid Class D driver’s license at the time of appointment, which must be maintained for the duration of appointment to this title. Driving abstracts will be reviewed to ensure driving history satisfies requirements to operate a Division vehicle. Failure to maintain the continuous ability to transport files to and from the State Records Center may result in termination.

Minimum qualifications must be met by the closing date of the posting.

Resumes will be evaluated to determine whether candidates will proceed to the interview phase of the process.

The New York State Police values a diverse and inclusive workforce where the unique skills of all employees are valued in support of the mission of the Division. Qualified candidates are considered for employment without the regard to age, race, color, religion, gender identity and expression, disability, national origin, gender, sexual orientation, military or veteran status or any other characteristic protected by law.

The New York State Police is an equal opportunity/affirmative action employer that accept all applications from a wide range of candidates.

The New York State Police complies with federal and state laws and makes reasonable accommodations for qualified individuals with the disabilities and/or sincerely held religious belief. If a reasonable accommodation is needed to participate in the job application or interview process, please contact the Division Personnel Office at  or personnel.gov.