New York State Police · 10 hours ago
Office Assistant 3
Albany, NY
Full-time
Onsite
Entry, Mid Level
$57K/yr - $69K/yr
2+ years expThe New York State Police is committed to maintaining a diverse and inclusive workforce. They are seeking an Office Assistant 3 to provide second-level supervision to the Filing Unit staff, coordinate personnel jacket requests, and assist with the administration of the Division’s electronic records management system.
GovernmentLaw EnforcementNon ProfitPublic Safety
Responsibilities
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
Qualification
Required
One year of service at a Salary Grade 9 or higher level
Two years of service at a Salary Grade 6 or higher level
Two years of office experience in which maintaining office files was a part of your daily job duties
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
Preferred
One year of supervisory experience
Company
New York State Police
New York State Police is a government organization that protects and governs public safety and law enforcement.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Jude Kaiser MBA MSIT CISSP
Chief Information Security Officer
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