What are the responsibilities and job description for the Office Assistant 3, WCB Item #2363 position at New York State Workers' Compensation Board?
Duties Description
Under the supervision of the Public Buildings Manager 2, SG-18, within the Office of Financial Services, Facilities / Mailroom Bureau, the Office Assistant 3 will directly supervise the Board's mailroom operations, manage surplus property statewide, help satisfy approved reasonable accommodation requests, and provide operational support. Specific duties include, but are not limited to:
Mailroom Operations
Collaborate With The Board's Designee For Reasonable Accommodations To Satisfy Reasonable Accommodation Requests From Board Staff. This Includes, But May Not Be Limited To
Candidates must be reachable on the appropriate Civil Service eligible list.
OR
Candidates must have one year permanent or 55 b/c service in a title designated as appropriate for transfer in accordance with 70.1 of the Civil Service Law.
Additional Comments
Please Note: This position requires both in-office and remote work. A hybrid telecommuting schedule can be discussed with the hiring manager during the interview.
We offer a work-life balance and a generous benefits package, including:
Holiday & Paid Time Off
The Workers’ Compensation Board (Board) is an equal opportunity employer. The Board does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, or other applicable legally protected characteristics. The Board is dedicated to eliminating injustices and ensuring diversity in our workforce so we can better serve our staff and create a space where all feel safe to be themselves. To help meet those goals, we encourage applicants from marginalized communities to apply. We are looking for candidates who are committed to working in and contributing to an environment that fosters a sense of belonging, as well as inclusion, and celebrates people of all backgrounds, identities, experiences, and perspectives.
We are happy to provide reasonable accommodations during the hiring process. If you have a disability or special need that requires a reasonable accommodation, please send a request to officeofgeneralcounsel@wcb.ny.gov.
Under the supervision of the Public Buildings Manager 2, SG-18, within the Office of Financial Services, Facilities / Mailroom Bureau, the Office Assistant 3 will directly supervise the Board's mailroom operations, manage surplus property statewide, help satisfy approved reasonable accommodation requests, and provide operational support. Specific duties include, but are not limited to:
Mailroom Operations
- Supervise four mailroom staff and ensure they receive proper training, feedback, and direction to maintain efficient operations.
- Supervise mailroom operations in our Schenectady and Menands locations.
- Supervise the intake, sorting, and timely distribution of mail and packages. Ensure sensitive and tracked mail is handled appropriately and efficiently.
- Coordinate timely and effectively with mail vendors to resolve delivery issues and ensure uninterrupted service.
- Manage mailroom-related vendor contracts and service level agreements.
- Monitor the performance and condition of mailroom equipment and oversee necessary maintenance and repairs.
- Maintain accurate records of all incoming and outgoing mail, including tracking numbers and delivery confirmations.
- Develop and maintain procedural guidelines for mailroom operations.
- Utilize WCB systems and databases to track supply and mailroom activities.
- Respond to inquiries from Board employees regarding inventory and mail-related services.
- Assist in compiling routine reports related to mail volume, inventory levels, and supply usage.
- Provide clerical support as needed, including data entry, copying, and document preparation.
- Serve as Board's Surplus Property Coordinator, overseeing the collection, receipt, tracking, and redistribution of surplus property.
- Engage with OGS Surplus Property to ensure state owned equipment is properly reallocated, sold, or disposed.
- Conduct audits of surplus property to ensure compliance and proper documentation.
Collaborate With The Board's Designee For Reasonable Accommodations To Satisfy Reasonable Accommodation Requests From Board Staff. This Includes, But May Not Be Limited To
- Conducting research to identify appropriate options to satisfy a request.
- Working with Facilities staff to satisfy approved requests involving office or environmental changes.
- Procuring and facilitating the installation of issued Reasonable Accommodation equipment.
- Maintaining records of approved accommodations.
- Assist with the physical movement of staff, including lifting and transporting furniture, boxes, and other equipment across all Board locations.
- Operate motor vehicles or other specialized equipment to facilitate the movement of material between Board offices statewide.
- Assist other Facilities Bureau units with delivering vehicles for maintenance, fueling, and cleaning; deploying and installing equipment; and collecting, accounting for, storing, and delivering surplus equipment.
- Assist with office and staff moves as required.
- Travel to WCB offices as needed to support operations and conduct inventory audits.
- Day and overnight travel required – up to 10%.
Candidates must be reachable on the appropriate Civil Service eligible list.
OR
Candidates must have one year permanent or 55 b/c service in a title designated as appropriate for transfer in accordance with 70.1 of the Civil Service Law.
Additional Comments
Please Note: This position requires both in-office and remote work. A hybrid telecommuting schedule can be discussed with the hiring manager during the interview.
We offer a work-life balance and a generous benefits package, including:
Holiday & Paid Time Off
- Thirteen (13) paid holidays annually.
- Thirteen (13) days of paid vacation leave in year one, increasing to 20 days with additional years of service.
- Five (5) days of paid personal leave annually.
- Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
- Annual professional leave and educational leave opportunities for eligible staff.
- Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
- Family dental and vision benefits at no additional cost.
- Public Service Loan Forgiveness (PSLF).
- Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
- NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
- Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
- Eligibility for various life insurance options.
- Access to NY 529 and NY ABLE College Savings Program
- Flexible Spending Program, which allows employees to set aside pre-tax payroll deductions for eligible health care and dependent care expenses.
The Workers’ Compensation Board (Board) is an equal opportunity employer. The Board does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, or other applicable legally protected characteristics. The Board is dedicated to eliminating injustices and ensuring diversity in our workforce so we can better serve our staff and create a space where all feel safe to be themselves. To help meet those goals, we encourage applicants from marginalized communities to apply. We are looking for candidates who are committed to working in and contributing to an environment that fosters a sense of belonging, as well as inclusion, and celebrates people of all backgrounds, identities, experiences, and perspectives.
We are happy to provide reasonable accommodations during the hiring process. If you have a disability or special need that requires a reasonable accommodation, please send a request to officeofgeneralcounsel@wcb.ny.gov.