Office Assistant

Human Resources Specialist

The Office Assistant 2 position may be assigned to one or multiple areas of the Business Office including Accounts Payable, with overlap in auditing, cashiering, and/or purchasing. The individual is responsible for receiving and reviewing Visa Statements from cardholders; reconciling Visa charges in the Statewide Financial System; receiving and distributing cash and checks; processing Visa payments; ensuring purchases are made according to procedures and guidelines;

performing audits of expenditures made with individuals’ Personal Allowance funds; ensuring invoices are submitted according to pre-established requirements; submitting invoices for payment; and compiling data for reports. The position requires computer knowledge, an aptitude for working with numbers, the ability to multi‑task, organizational skills, and the ability to work well with others. A person in this position will review documents, verify information, and process work in accordance with State rules and regulations.

• Data entry into Statewide Financial System to charge the appropriate district account for purchases made by staff using their state‑issued VISA card
• Review purchases made with VISA for appropriateness for NYS to pay
• Ensure VISA documentation received is timely and complete
• Process bank deposits, as necessary
• Review documents in the State Financial System
• Process VISA transactions for payments handled by the Accounts Payable Department
• Provide general office support
• Answer questions for and provide information to various parties regarding agency Personal allowance activities, transactions and procedures.
• Operate various communication systems such as telephones and computers; and keep records of such communications.
• Answer phones, develop and complete forms, assist Staff & Vendors, create or assist in the preparation of reports, charts, and other related activities.
• Maintain, update and correct records and files.
• Receive, screen and review various documents and/or forms.
• Sort and distribute mail, email or other forms of correspondence or communication.
• Process monthly, yearly and quarterly reports.
• Process district Work for Pay payroll
• Process Purchase request per the NYS Spending Guidelines, utilizing the NYS SFS system or NYS P‑Card.
• Other duties as necessary.

• Promotion:
  One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.
• Open Competitive:
  One year of clerical experience.
• Competitive:
  Must be reachable for appointment on the current Civil Service eligible list used for filling this title.
• Transfer:
  Candidates must have one year of permanent competitive, non‑competitive or 55‑b/c status in the posted title and be eligible for lateral transfer; or be eligible to transfer via Section 70.1, 70.4 or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

• This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non‑competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title.
• At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non‑competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.
• If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee.
• For CSEA positions:
  Local Bidding Agreements will be honored.
• Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume.
• All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare…