What are the responsibilities and job description for the Office Assistant 1 (NY HELPS)- Vacancy ID#204611 position at New York State Department of State?
Description
Duties Description
The Office Assistant 1 duties in the Division of Corporations will include but are not limited to the following:
Minimum Qualifications
Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-6 or higher and otherwise eligible for transfer under Civil Service Law.
A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
55 B/C Appointment
This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
NY HELPS
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 may be 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 a future date, 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
Non-competitive Minimum Qualifications
There are no minimum education or experience requirements for this title.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Additional Comments
The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
Duties Description
The Office Assistant 1 duties in the Division of Corporations will include but are not limited to the following:
- Uses Oracle Processing System to record payment information, document information, and review, accept or reject and scan Unified Commercial Code (UCC) documents.
- Perform data entry of summons documents into the Cenuity system.
- Perform reconciliation of fees retained by printing the Operator Daily Revenue Report and reviewing this report for payment type and accuracy. If any discrepancies are found, take the appropriate steps to correct these problems prior to sending the Revenue Report to the Revenue Unit.
- Uses the Oracle Processing System to process, scan, validate, and record UCC documents and search requests.
- Accurately enter information provided on various Summons, submitted to the Division of Corporations for filing, into the Cenuity system.
- Process Work Orders containing information provided on various Summons, submitted to the Division of Corporations, emphasizing accuracy.
- Prepare records for transport to the records center for retention.
- Aid various parties at the Customer Service Desk.
- Receive, fasten, sort, count and record the number of documents sent to the Division of Corporations via mail, fax and email.
- The retrieval of microfilm records from storage cabinets, production of copies using microfilm readers
- Scan and enter required data for refiles (documents being returned to the Division), organize and purge files when necessary.
- Correctly identifying expedited filings and separating them from regular work so they are not stamped for routine processing.
- Ability to complete time sensitive tasks.
- Questions may be directed from upper management, supervisors in other units or members of the public, assist in answering questions and maintaining quality service.
- Assisting others with questions about documents located on Microfilm.
- Returning mail to the mail room that is not for the Division of Corporations.
- Ability to respond to requests or inquiries via email, phone, and in-person.
- Familiarity with the Microsoft office suite.
- Receive, fasten, sort, count and record the number of documents sent to the Division of Corporations via mail, fax and email.
- The retrieval of microfilm records from storage cabinets, production of copies using microfilm readers
- Opening, date stamping, examination, designation and separation of various filing types, and distribution to the appropriate unit for all incoming mail.
- Scan and enter required data for refiles (documents being returned to the Division), organize and purge files when necessary.
- Correctly identifying expedited filings and separating them from regular work so they are not stamped for routine processing.
- Ability to complete time sensitive tasks.
- Questions may be directed from upper management, supervisors in other units or members of the public, assist in answering questions and maintaining quality service.
- Assisting others with questions about documents located on Microfilm.
- Returning mail to the mail room that is not for the Division of Corporations.
- Ability to respond to requests or inquiries via email, phone, and in-person.
- Familiarity with the Microsoft office suite.
Minimum Qualifications
Permanent service in this title or one year of permanent competitive or 55-B/C service in a title SG-6 or higher and otherwise eligible for transfer under Civil Service Law.
A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
55 B/C Appointment
This position is eligible for 55B/C designation and candidates with 55B/C eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55B/C eligibility letter along with their application.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
NY HELPS
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 may be 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 a future date, 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 the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
Non-competitive Minimum Qualifications
There are no minimum education or experience requirements for this title.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Additional Comments
The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
Salary : $36,232 - $44,828