Job Description

NY HELP Yes

Agency State, Department of

Title Office Assistant 1 (NY HELPS)- Vacancy ID#204611

Occupational Category Other Professional Careers

Salary Grade 06

Bargaining Unit ASU - Administrative Services Unit (CSEA)

Salary Range From $36232 to $44828 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 99 Washington Ave

City Albany

State NY

Zip Code 12231

Duties Description The Office Assistant 1 duties in the Division of Corporations will include but are not limited to the following:• Uses Oracle Processing System to record payment information, document information, and review, accept or reject and scan Unified Commercial Code (UCC) documents.• Perform data entry of summons documents into the Cenuity system.• Perform reconciliation of fees retained by printing the Operator Daily Revenue Report and reviewing this report for payment type and accuracy. If any discrepancies are found, take the appropriate steps to correct these problems prior to sending the Revenue Report to the Revenue Unit.• Uses the Oracle Processing System to process, scan, validate, and record UCC documents and search requests.• Accurately enter information provided on various Summons, submitted to the Division of Corporations for filing, into the Cenuity system.• Process Work Orders containing information provided on various Summons, submitted to the Division of Corporations, emphasizing accuracy.• Prepare records for transport to the records center for retention.• Aid various parties at the Customer Service Desk.• Receive, fasten, sort, count and record the number of documents sent to the Division of Corporations via mail, fax and email.• The retrieval of microfilm records from storage cabinets, production of copies using microfilm readers Opening, date stamping, examination, designation and separation of various filing types, and distribution to the appropriate unit for all incoming mail.• Scan and enter required data for refiles (documents being returned to the Division), organize and purge files when necessary.• Correctly identifying expedited filings and separating them from regular work so they are not stamped for routine processing. • Ability to complete time sensitive tasks.• Questions may be directed from upper management, supervisors in other units or members of the public, assist in answering questions and maintaining quality service.• Assisting others with questions about documents located on Microfilm.• Returning mail to the mail room that is not for the Division of Corporations.• Ability to respond to requests or inquiries via email, phone, and in-person.• Familiarity with the Microsoft office suite.Perform office support and clerical work to meet the requirements of agency programs: • Receive, fasten, sort, count and record the number of documents sent to the Division of Corporations via mail, fax and email.• The retrieval of microfilm records from storage cabinets, production of copies using microfilm readers• Opening, date stamping, examination, designation and separation of various filing types, and distribution to the appropriate unit for all incoming mail.Entry-level clerical and office support work, processing transactions, maintaining records:• Scan and enter required data for refiles (documents being returned to the Division), organize and purge files when necessary.• Correctly identifying expedited filings and separating them from regular work so they are not stamped for routine processing. • Ability to complete time sensitive tasks.Answer questions from, and provide information to, various parties:• Questions may be directed from upper management, supervisors in other units or members of the public, assist in answering questions and maintaining quality service.• Assisting others with questions about documents located on Microfilm.•Returning mail to the mail room that is not for the Division of Corporations.Operate various communication systems:• Ability to respond to requests or inquiries via email, phone, and in-person.• Familiarity with the Microsoft office suite.

Minimum Qualifications COMPETITIVE MINIMUM QUALIFICATIONS:Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-6 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 55 B/C Appointment:This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration. NY HELPSThis 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 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.NON-COMPETITIVE MINIMUM QUALIFICATIONS:There are no minimum education or experience requirements for this title. It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments The Department of State is proud to be 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 and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources / SS/DK

Telephone 518-474-2752

Fax 518-402-3656

Email Address HRM.Recruitment@dos.ny.gov

Address

Street 99 Washington Avenue

Suite 1150

City Albany

State NY

Zip Code 12231

Notes on Applying If you are interested and meet the minimum qualifications above, email your cover letter, resume, degree/transcript, and New York State Part 1 Application ( to HRM.Recruitment@dos.ny.gov. Please include Title, Location and Vacancy ID # you are applying for in the subject line of your email.

Job Tags

Similar Jobs