Office Assistant 2 (NY Helps)

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Review Vacancy

Date Posted 06/11/24

Applications Due06/26/24

Vacancy ID160597

• Basics

• Schedule

• Location

• Job Specifics

• Contact

NY HELPYes

AgencyHomes and Community Renewal

TitleOffice Assistant 2 (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade09

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $41399 to $50884 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 15%

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? Yes

County Erie

Street Address 535 Washington Street

Electric Tower - Suite 105

City Buffalo

StateNY

Zip Code14203

Minimum Qualifications 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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments.

In June 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

One year of clerical experience.

COMPETITIVE MINIMUM QUALIFICATIONS:

Must be reachable on the New York State Civil Service eligible list.

70.1 TRANSFER QUALIFICATIONS:

One year of permanent or contingent permanent in an eligible title for transfer determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title is transferrable.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Duties Description • Performs clerical tasks and general office duties including the use of office equipment and managing the office postage machine, opening/distributing mail, completing travel vouchers for senior staff as proxy as directed, familiarity and use of Outlook email and teleconference communications system equipment operation.

• Organizes, files, and scans documents/reports as directed.

• Scheduling of conference calls, conference & video conference rooms, and maintaining office calendars for Buffalo OHP (Mitchell-Lama/DHCR AMU), as directed.

• Maintains the inventory of Buffalo office supplies, and requisitions new supplies as needed for Buffalo OHP (Mitchell-Lama/DHCR AMU), as directed.

• Works closely with HCR Support and ITS Services. Coordinates office workstations assignments, relocations, and individuals' basic equipment needs for Buffalo OHP (Mitchell-Lama/DHCR AMU), as directed.

• Designs clerical processing procedures for Buffalo (OHP Mitchell-Lama/DHCR AMU) office operations. Gathers, compiles, and prepares data from manual or automated files and other sources for various reports, publications, records or other external or internal communications.
  
  Responds to questions concerning the operation of the unit or program area. Written responses to correspondence. Coordinates arrangements for meetings, courses, and other gatherings, arrange for rooms, takes attendance, and ensures that appropriate materials and equipment are available.

• Distributes completed field reports to housing companies and confirms that responses are returned within specified timeframes. Substantive knowledge of the program and or program's governing laws, rules, and regulations to aid in the understanding of key areas of such field reports.

• May also be required to cover the front desk reception area as directed along with the associated duties; answers and directs incoming phone calls from the public and office mail.

• Ability to acclimate and familiarize with NYSHCR website, Agency departments, and housing programs to direct the public and Agency staff to the appropriate information or department. The incumbent will be required to acquire a substantive understanding of the rules/regulations covering several program areas including but not limited to Asset Management, Mitchel Lama, Sustainability and Development to effectively relay essential program laws, rules and regulation details to the general public, HCR internal and external partners and to local government officials as directed.

• Performs any additional tasks as may be assigned by the Supervisor, or OHP Directors to facilitate Buffalo Office functions. Limited out of the office travel for training and meeting purposes, along with accompanying Field Reps and Asset Managers conducting field/office visits or public meetings.

Additional Comments Please provide a current resume if interested in this position. Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please include the location and paste in the duties of the position in your response.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

PLEASE NOTE: If you are brand new to state service, you will start at the hiring rate of this position which is $41,399.

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

Name HR

Telephone

Fax

Email Address job.opportunities@hcr.ny.gov

Address

Street 38-40 State St.

Room 2N

City Albany

State NY

Zip Code 12207

Notes on ApplyingIt is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Please provide a current resume if interested in this position. Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please include the location and paste in the duties of the position in your response.