Office Assistant 2 (Stores and Supplies)

Job title: Office Assistant 2 (Stores and Supplies)

Company: New York State

Job description: Minimum Qualifications 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 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 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 possess a valid driver’s license to operate a motor vehicle in the State of New York. Must report any changes to supervisory chain and State Human Resources (MNHS).

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 utilize ladders, step ladders, or similar in the management of inventory.

Must be able to push, pull, lift and carry heavy objects and equipment (50+ lbs).

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, 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 depending on assignment)

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.

Duties Description 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.

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. This position will be assigned in Base Civil Engineering Unit where the preponderance of activities will be related to stores inventory and clerical matters.

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 contract 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.

In this assignment, duties and responsibilities may include but are not limited to the following:

• Receive, unload, unpack, sort, store, count, and distribute goods received, following established procedures.
• Advise supervisor upon receipt of damaged goods or incomplete or incorrect shipments process/address according to agency procedures.
• Issue and may deliver goods from stock according to procedure.
• May package goods for shipment and process outgoing mail.
• Take periodic physical inventory and maintain perpetual inventory records.
• Keep shelves and stock clean, neat, and in proper place.
• May communicate with outside vendors, agencies or private carriers.
• Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods, materials, or stores.
• Maintain files, correspondence, documents, records, materials, and stores pursuant to guidelines.
• May operate a motor vehicle to pick up and deliver mail, or other forms of correspondence or communication.
• 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.
• Will be required to work with and maintain records associated with or perform data entry for the Statewide Financial System (SFS).
• Perform routine processing activities, including checking forms for completeness and accuracy.
• Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.
• May also prepare routine reports or assist others in the preparation of reports, following established guidelines.
• 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.

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.
• Will perform duties independently as well as in team setting.
• Work on computers utilizing various software and database systems.

In addition to the above, assignments may include but are not limited to the following:

• 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.
• 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.
• Explain reasons for agency determinations.
• 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.
• Provide training for the performance of duties, use of work equipment and office and agency procedures.
• Will complete and attend training as required.
• Periodic overtime may be required, at times with short notice due to emergency military response.
• Periodic travel may be required using various modes of transportation.
• Performs other duties as assigned.

Office Assistant 2

• Must be able to supervise and train subordinate personnel.
• Must be able to lead, coach and train other personnel and clients on procedures related to mail/supply unit, stores, clerical operations, or other requirements of unit assigned.
• Must be able to assign work and projects and ensure proper compliance with policies and procedures.
• Must be able to compile, reconcile and prepare complex documentation such as financial and budgetary data worksheets.
• Must be able to work with confidential data in a responsible and professional manner to include payroll and benefits information.

Additional Comments 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.

Current Start Rate: $40,193*
Job Rate: $49,405

*All hires begin at “Start Rate” unless prior state experience affords step increase as determined by OSC.

In addition: Francis S. Gabreski ANGB receives an annual Downstate Adjustment of $3,084.

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

Expected salary: $40193 per year

Location: New York City, NY

Job date: Sun, 19 Nov 2023 08:58:37 GMT