Review Vacancy
AgencyTaxation & Finance, State
TitleAdministrative Assistant 1 (NY HELPS)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $47695 to $58447 Annually
Duties Description 1.Communicate effectively, both verbally and in writing, to handle inquiries and provide information to the public and Department personnel, other divisions, internal and external contacts.
2. Maintain confidential documents, information, and files in both electronic and paper formats.
3. Respond to inquiries in a timely and professional manner.
4. Assist with office coverage, answering telephone and responding to email inquiries and ability to direct to appropriate staff.
5. Update CID’s case management system for various tasks, such as payments received, adding case documents, actions taken by other agencies from referrals, and administrative reviews.
6. Supervise clerical staff including mentoring staff and preparing staff evaluations of staff performance.
7. Operate office equipment such as printers, photocopiers.
8. Manipulate an alpha numeric keyboard to effectively use a PC and appropriate software;
Proficient in the use of various software applications such as Microsoft Office – including Excel, Word, Outlook, and PowerPoint, and department computer systems.
9. Create, organize and maintain files, workflow, logs, protocols and procedures, both electronic and paper based; maintain automated and manual tracking systems; manage and maintain office calendars; schedule meetings and make travel arrangements; type, format, edit and gather information to create documents and generate reports.
10. Prepare outgoing mail, sort, and distribute incoming mail, photocopy and scan documents, organize large volumes of documents, send and receive faxes, type and perform other routine clerical functions as required.
11. Demonstrate knowledge, understanding and correct application of standard office procedures.
12. Collaborate constructively with other staff to identify problem areas and resolve issues.
13. Organize and track all office supplies, coordinate and track purchase requests.
14. Process payments and transmittals to banks, acknowledge and complete transmittals upon receipt from the bank.
15. Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures. Maintain familiarity and strict adherence to all official rules, policies, and procedures, as well as those relating to secrecy and computer security. Must adhere to department time and attendance rules and regulations.
Desired Competencies:
• Strong interpersonal skills
• Excellent time management skills
• Strong problem solving and organizational skills
• Ability to work well in a team
• Strong work ethic and self-motivated
• Positive attitude
16. Supervise clerical staff, including, assign tasks, review work for completeness and accuracy, monitor time and attendance, prepare performance evaluations, and ensure staff is adequately trained.
17. Prepare attendance sheets / roll call / telecommuting / field locations.
18. Operate office equipment such as telephones, photocopiers, scanning equipment, computers and printers to perform administrative duties as needed. Perform basic cleaning and maintenance on office machines and equipment, including, clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
19. Process remittances (REMT) and update the case management system.
20. Organize and track all office supplies; coordinate and track purchase requests.
21. Maintain P-card as purchaser for the unit and reconcile purchases.
22. Answer telephone calls and respond to emails effectively in a professional and timely manner.
23. Schedule appointments and meetings using various office tools.
24. Prepare, proofread, review and correct various correspondence, documents, records and other written material.
25. Transcribe hand-written materials and audio-recordings.
26. Assist with on-boarding and off-boarding of staff.
27. Assist with manual mailings.
28. Handle all incoming and outgoing mail and packages.
29. Photocopy and collate materials as directed.
30. Assist with preparing, organizing and redacting case materials for discovery purposes.
31. Review, process and track bills and vouchers for fees such as subpoenas and processing fees.
32. Assist with Help Desk Coordinator duties.
33. Maintain and file division administrative records for safekeeping.
34. Maintain and file closed case files at the District Office. Prepare and track transfers of closed
case files to the central storage facility.
35. Scan closed civil X# files for uploading to eMPIRE.
36. Scan various documents and upload to CID’s case management system.
37. Schedule administrative reviews for Certificate of Registration revocations and prepare review file for CID attorneys. Update CID’s case management system accordingly.
38. Prepare and send referrals to outside agencies, such as Gaming and State Liquor Authority, for non-compliant retail cigarette inspections. Update CID’s case management system accordingly. Monitor and follow-up with the outside agencies for actions taken based on the referrals and update the case management system accordingly.
39. Prepare SFS vouchers as delegate for management as requested.
40. Prepare monthly management reports and distribute as requested by management.
41. Identify and reconcile restitution payments made on closed cases and update the case management system for CARP credit.
42. Maintain, process and file monthly vehicle usage reports.
43. Monitor workflow mailbox for cigarette bills to be processed. Create assessment in CARTS system, including proper billing paragraphs. Update the case management system with the posted assessment and provide to the assigned auditor.
44. Provide clerical assistance for all offices throughout the division as needed.
45. Complete mandatory employee and/or supervisory training.
46. Adhere to secrecy provisions and confidentiality with all sensitive materials.
47. Assist with division self-inspection program reviews. This can include: (a) conducting an inventory at evidence rooms located in the offices, computer forensic lab and CID warehouse;
(b) performing a review of sample items and tests of property stored in the evidence rooms at the various offices, computer forensic lab and CID warehouse, including physical property, documentation, and the evidence tracking system; (c) conducting various internal control reviews designated by management within the case management system; and (d) conducting vehicle usage self-inspections, including the review of the vehicle use logs, GPS data, toll charges, and entries made by staff in the case management system.
Minimum Qualifications 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 (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.
PROMOTION MINIMUM QUALIFICATIONS:
One year of permanent service as an Office Assistant 2 (Keyboarding).
NON-COMPETITIVE MINIMUM QUALIFICATIONS:
Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
Administrative Assistant Trainee 2:
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
Administrative Assistant 1:
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
COMPETITIVE MINIMUM QUALIFICATIONS:
Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations
OR
Reachable on the appropriate eligible list for this title and location.
Candidates will be required to provide documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing; AND successful completion of four elective administrative support courses by completion of probation may be required.
Additional Comments New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.
Some positions may require additional information or a background check to verify your identity,
Some positions may require additional credentials or a background check to verify your identity.
Email Address External.Application@tax.ny.gov
Address
Street W A Harriman State Office Campus
Bldg 9
Notes on ApplyingQualified candidates should copy the below web address into your browser to complete the online application for the Department of Tax and Finance. Within the application you will attach your resume and cover letter.
https://www7b.tax.ny.gov/HELP/gateway/HELP.HOME
Current NYS employees may be contacted to verify their Social Security Number.