Office Assistant 2
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. With assignment in the budget and finance office, this position will have significant duties and responsibilities involving financial, analytical, purchasing and contracting tasks. Requires significant attention to detail and organizational skills. Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to:
performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. Office Assistants 2 perform all duties of the Office Assistant 1; and may supervise Office Assistants 1 and other subordinate staff such as interns, and/or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. The Office Assistant 2 will be expected to have more advanced computer skills and knowledge. The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the collective bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to State and/or Federal supervisory personnel. Duties and responsibilities may include but are not limited to the following:
o Maintain basic financial, accounting, and/or statistical records via paper and electronic records. o Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods. o As needed and directed, contact various internal and external parties to obtain information. o Utilize required software systems to track, maintain and process records and information. o 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. o Maintain, update, and correct records and files. o Work independently with minimal supervision. o Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy. o Enter data and information into and retrieve data and information from computerized systems. o Verify data previously transcribed or entered to detect errors. o Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents. o Write responses to correspondence. o Resolve work problems. o Review forms and applications and make appropriate determinations. o Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and insure that appropriate materials and equipment are available. o Design clerical processing procedures. o Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications. o Respond to questions concerning the operation of the unit or program area. o May assist with various activities associated with the different directorate units - purchasing, procurement, budgeting, travel expense reports and financial management/fund reimbursements. o Will be required to work with and maintain records associated with or perform data entry for the Statewide Financial System (SFS). o If applicable, may perform supervisory duties over subordinate personnel. o Demonstrate reliability and trustworthiness. o Will complete and attend training as required o Periodic overtime will be required. During State Active Duty emergency response operations, overtime requirements may be significant with limited advance notification. o Periodic travel may be required using various modes of transportation. o Performs other duties as assigned.
Job Function
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. With assignment in the budget and finance office, this position will have significant duties and responsibilities involving financial, analytical, purchasing and contracting tasks. Requires significant attention to detail and organizational skills. Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to:
performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. Office Assistants 2 perform all duties of the Office Assistant 1; and may supervise Office Assistants 1 and other subordinate staff such as interns, and/or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. The Office Assistant 2 will be expected to have more advanced computer skills and knowledge. The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the collective bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to State and/or Federal supervisory personnel. Duties and responsibilities may include but are not limited to the following:
o Maintain basic financial, accounting, and/or statistical records via paper and electronic records. o Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods. o As needed and directed, contact various internal and external parties to obtain information. o Utilize required software systems to track, maintain and process records and information. o 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. o Maintain, update, and correct records and files. o Work independently with minimal supervision. o Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy. o Enter data and information into and retrieve data and information from computerized systems. o Verify data previously transcribed or entered to detect errors. o Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents. o Write responses to correspondence. o Resolve work problems. o Review forms and applications and make appropriate determinations. o Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and insure that appropriate materials and equipment are available. o Design clerical processing procedures. o Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications. o Respond to questions concerning the operation of the unit or program area. o May assist with various activities associated with the different directorate units - purchasing, procurement, budgeting, travel expense reports and financial management/fund reimbursements. o Will be required to work with and maintain records associated with or perform data entry for the Statewide Financial System (SFS). o If applicable, may perform supervisory duties over subordinate personnel. o Demonstrate reliability and trustworthiness. o Will complete and attend training as required o Periodic overtime will be required. During State Active Duty emergency response operations, overtime requirements may be significant with limited advance notification. o Periodic travel may be required using various modes of transportation. o Performs other duties as assigned.
Salary Range:
From $40193 to $49405 Annually
Minimum Qualification
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. 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. OR Four (4) years of 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 have some supervisory experience. Must be proficient in Microsoft Office Word and Excel. AND Must be at least 18 years of age 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. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver's license status to supervisory chain of command. 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 - especially at Air Bases when flight line access requires SECRET. Must be able to read and write in English. Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word and Excel. Required to have or successfully complete within 90 days of receiving computer access, all SFS, Statewide Learning Management System (SLMS) and other computer training as related to position duties. Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate a combination totaling at least four (4) years of experience, including supervisory experience, computer proficiency and direct relevance to the job duties noted above. Note:
Supervisory experience may be waived for Office Assistant 2 qualification when the requirement is not applicable for the hiring Directorate. Should related systems, regulations, procedures and requirements change, additional training and/or certifications may be required. At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination. NOTE:
Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Directorate for current information on minimum requirements for appointment. Please contact State Human Resources Directorate for any further information regarding the position requirements.Estimated Salary: $20 to $28 per hour based on qualifications.
performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. Office Assistants 2 perform all duties of the Office Assistant 1; and may supervise Office Assistants 1 and other subordinate staff such as interns, and/or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. The Office Assistant 2 will be expected to have more advanced computer skills and knowledge. The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the collective bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to State and/or Federal supervisory personnel. Duties and responsibilities may include but are not limited to the following:
o Maintain basic financial, accounting, and/or statistical records via paper and electronic records. o Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods. o As needed and directed, contact various internal and external parties to obtain information. o Utilize required software systems to track, maintain and process records and information. o 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. o Maintain, update, and correct records and files. o Work independently with minimal supervision. o Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy. o Enter data and information into and retrieve data and information from computerized systems. o Verify data previously transcribed or entered to detect errors. o Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents. o Write responses to correspondence. o Resolve work problems. o Review forms and applications and make appropriate determinations. o Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and insure that appropriate materials and equipment are available. o Design clerical processing procedures. o Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications. o Respond to questions concerning the operation of the unit or program area. o May assist with various activities associated with the different directorate units - purchasing, procurement, budgeting, travel expense reports and financial management/fund reimbursements. o Will be required to work with and maintain records associated with or perform data entry for the Statewide Financial System (SFS). o If applicable, may perform supervisory duties over subordinate personnel. o Demonstrate reliability and trustworthiness. o Will complete and attend training as required o Periodic overtime will be required. During State Active Duty emergency response operations, overtime requirements may be significant with limited advance notification. o Periodic travel may be required using various modes of transportation. o Performs other duties as assigned.
Job Function
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. With assignment in the budget and finance office, this position will have significant duties and responsibilities involving financial, analytical, purchasing and contracting tasks. Requires significant attention to detail and organizational skills. Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to:
performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. Office Assistants 2 perform all duties of the Office Assistant 1; and may supervise Office Assistants 1 and other subordinate staff such as interns, and/or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. The Office Assistant 2 will be expected to have more advanced computer skills and knowledge. The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the collective bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to State and/or Federal supervisory personnel. Duties and responsibilities may include but are not limited to the following:
o Maintain basic financial, accounting, and/or statistical records via paper and electronic records. o Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods. o As needed and directed, contact various internal and external parties to obtain information. o Utilize required software systems to track, maintain and process records and information. o 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. o Maintain, update, and correct records and files. o Work independently with minimal supervision. o Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy. o Enter data and information into and retrieve data and information from computerized systems. o Verify data previously transcribed or entered to detect errors. o Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents. o Write responses to correspondence. o Resolve work problems. o Review forms and applications and make appropriate determinations. o Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and insure that appropriate materials and equipment are available. o Design clerical processing procedures. o Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications. o Respond to questions concerning the operation of the unit or program area. o May assist with various activities associated with the different directorate units - purchasing, procurement, budgeting, travel expense reports and financial management/fund reimbursements. o Will be required to work with and maintain records associated with or perform data entry for the Statewide Financial System (SFS). o If applicable, may perform supervisory duties over subordinate personnel. o Demonstrate reliability and trustworthiness. o Will complete and attend training as required o Periodic overtime will be required. During State Active Duty emergency response operations, overtime requirements may be significant with limited advance notification. o Periodic travel may be required using various modes of transportation. o Performs other duties as assigned.
Salary Range:
From $40193 to $49405 Annually
Minimum Qualification
This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service. 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. OR Four (4) years of 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 have some supervisory experience. Must be proficient in Microsoft Office Word and Excel. AND Must be at least 18 years of age 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. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver's license status to supervisory chain of command. 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 - especially at Air Bases when flight line access requires SECRET. Must be able to read and write in English. Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word and Excel. Required to have or successfully complete within 90 days of receiving computer access, all SFS, Statewide Learning Management System (SLMS) and other computer training as related to position duties. Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate a combination totaling at least four (4) years of experience, including supervisory experience, computer proficiency and direct relevance to the job duties noted above. Note:
Supervisory experience may be waived for Office Assistant 2 qualification when the requirement is not applicable for the hiring Directorate. Should related systems, regulations, procedures and requirements change, additional training and/or certifications may be required. At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination. NOTE:
Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Directorate for current information on minimum requirements for appointment. Please contact State Human Resources Directorate for any further information regarding the position requirements.Estimated Salary: $20 to $28 per hour based on qualifications.
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