New York State Center for Recruitment & Public Service · 2 weeks ago
Office Assistant 2 (Calculations)
Latham, NY
Full-time
Onsite
Entry, Mid Level
$43K/yr - $52K/yr
1+ years expThe New York State Center for Recruitment & Public Service is seeking an Office Assistant 2 to perform office support and clerical work under the supervision of senior staff. The role involves data entry, calculations, and various clerical tasks while ensuring compliance with applicable procedures and regulations.
Government Administration
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures. Refer inquiries as necessary
Operate various communication systems such as telephones and computers; and keep records of such communications
Operate, and perform basic cleaning and maintenance on office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens
Schedule appointments, meetings, and travel using various office tools
Perform routine processing activities, including checking forms for completeness and accuracy
Type, proofread, review, and correct correspondence, documents, records, and other written material
Make appropriate corrections for format, accuracy, and validity
Assist in gathering or compiling data for reports, graphs, charts, tables, or other products
May create graphs, charts, or other visual aids to display data
May also prepare routine reports or assist others in the preparation of reports, following established guidelines
Transcribe hand-written materials
Maintain, update, and correct records and files
Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy
Establish new files in accordance with procedures to include coding and numbering forms, creating folders, and compiling relevant material
Enter and retrieve data and information from computerized systems
Verify data previously transcribed or entered to detect errors
Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents
Will perform duties independently as well as in team setting
Work on computers utilizing various software and database systems
Overtime may be required
Demonstrate reliability and trustworthiness
Work independently with minimal supervision
Complete and attend training as required
Other work related duties as assigned
Maintain basic financial, accounting, and/or statistical records via paper and electronic records
Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods
As needed and directed, contact various internal and external parties to obtain information
Utilize required software systems to track, maintain and process records and information
Prepare, process, review, and record numerical transactions and records. This activity may include: processing bills and vouchers; reviewing or auditing calculations or statistics; process purchasing requests and purchase orders; or disbursing or receiving items of values such as cash or vouchers, including, for example, such tasks as calculating and collecting fees or processing credit card transactions
Constant communication with various individuals to field questions, elicit and convey information, and resolve issues
Respond, in various forms (verbal and written), to questions from the general public or others concerning the operation of the unit or program area and/or to explain and interpret agency rules, regulations, policies, or procedures
Resolve complaints and work problems such as settling complaints from difficult clients or concerns/conflicts between subordinate employees
Interview clients to obtain detailed information to perform such tasks as completing forms, records, or documents. Determine the appropriate course of action based on that information
Based on established guidelines, standards, procedures, laws, rules, and regulations, evaluate documentation and, pursuant to that evaluation, issue permits, licenses, and other official permissions; and/or perform an initial assessment of applicant eligibility for program services or for the validity of claims
Explain reasons for agency determinations
Contact various persons to obtain information to make proper determinations
Contact clients, applicants, and others to set up interviews, hearings, or similar interactions
Determine and collect fees
As directed, prepare and administer probation reports or annual performance evaluations for subordinate personnel; regularly evaluate the quality, quantity and timeliness of work
In accordance with directives, set operational hours and establish work schedules for personnel in the unit, evaluate and approve leave
Ensure compliance with all personnel policies and procedures
Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications
Write responses to correspondence or memorandum as directed
Review forms and applications and make appropriate determinations
Coordinate arrangements for meetings, courses, and other gatherings to include arrange for rooms, take attendance, and insure appropriate materials and equipment are available
Assign work to staff and assure necessary coverage for assignments and office
Provide subordinate guidance and instruction concerning task assignments – such as document preparation, processing materials, and maintenance of records
Provide subordinates with standard formats for the preparation of documents and reports using available software packages
Provide training for the performance of duties, use of work equipment and office and agency procedures
Other duties as assigned
Qualification
Required
One year of permanent service as an Office Assistant 1, or other clerical title allocated to a State Grade 6 or higher
Must be proficient in Microsoft Office Word and Excel
One (1) year of full-time experience in a clerical, secretarial, office administration or mail/supply position performing tasks such as bookkeeping, accounting, telephone communication, preparation of correspondence, file management, scheduling of meetings, data entry, mail/supply unit coordination, and/or similar duties
Must be at least 18 years old and have a High School Diploma or GED
Must have and maintain a valid driver's license to operate a motor vehicle in the State of New York
Must be familiar with Microsoft Office Word and Excel
Required to have or successfully complete within 90 days of receiving computer access, all Statewide Financial System (SFS), Statewide Learning Management System (SLMS) and other computer training as related to position duties
In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness
Minimally a National Agency Check with Inquiry (NACI) will be completed – dependent on current regulation, a SECRET clearance may be required
At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above
Preferred
May have other requirements for parenthetical positions – Keyboarding, Stores/Mail, Customer Service, Calculations, and Human Resources
Should related regulations, procedures and requirements change, additional training and/or certifications may be required
Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate equivalent full-time years of experience with direct relevance to the job duties noted above including supervisory experience when required
Company
New York State Center for Recruitment & Public Service
Interested in working for New York State? Look for opportunities here.
10001+ employees
Funding
Current Stage
Late StageCompany data provided by crunchbase