Office Assistant ; NY HELPS

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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 of 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.

Note: A budget waiver is not required to fill positions via transfer to lateral or downward level positions within the same Department or to change line items within the same funding source; or to replace employees who have been terminated during their probationary periods. The selected candidate must be eligible for appointment in accordance with the provisions of the Civil Service Law, Rules, and Regulations.

The ability to fill this position is subject to DOB guidelines for processing personnel transactions.

Eligibility For Appointment:

If mandatory rehiring lists exist for this title, appointment other than reassignment must be made from these lists. If there are no acceptors from these lists, appointment may be made using the following:

• New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)
• Employees who are currently serving in the same title are eligible for reassignment without change in title or status;
• Candidates reachable on the appropriate eligible list for this title and location;
• Employees eligible for transfer

Non-Competitive

Minimum Qualifications:

• Promotion
  
  Minimum Qualifications:
  
  One year of Permanent Competitive or 55b/c service as an Office Assistant 1 (OA1); OR
• One year of clerical experience.

• Monitor the Transactions Unit shared mailboxes for review and respond to basic inquiries and escalating to a supervisor when appropriate
• Use effective systems of filing and record keeping for the benefit of the Transactions Unit staff and the department as a whole
• Maintain efficient workflow of post hire paperwork and provide feedback and suggestions on improvement opportunities
• Oversee the filing in the Personal History File room and coordinate the movement of folders to and from archives
• Review various types of non-complex transactions and supporting documentation submitted by program areas for accuracy and completeness (such as: hourly hires, assignment change, VRWS start/stop, performance advance and trainee advance, retirement, term lv, etc.)
• Ensure transactions are submitted to appropriate folder locations for payroll processing
• Use and navigate various computer systems; learn, maintain, and update skills in computer technology
• Ability to work under and meet stringent deadlines
• Effectively communicate via telephone, in person, e-mail, fax and written correspondence
• Organize and prioritize assignments based on control agency and internal submission deadlines
• Maintain confidentiality of information, exercise good judgement
• Meet department’s time and attendance rules and regulations
• Additional duties as assigned
• Back up and/or fill in during busy times
• Filing - Office filing for employee personal history files (PHF), direct deposit forms, withholding tax forms
• Printing 301s out of database for filing in PHF (back up)
• Create labels for 20010 and 20020 from preblock folder (back up)
• Mail distribution for the payroll unit (back up)

Schedule and telecommuting opportunities to be discussed at interview.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation & Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation & Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).

New York State is an equal opportunity employer. It’s the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.