Office Assistant 2 (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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. 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.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
One year of clerical experience.

COMPETITIVE MINIMUM QUALIFICATIONS:
Must be reachable on the New York State Civil Service eligible list.

70.1 TRANSFER QUALIFICATIONS:
One year of permanent or contingent permanent in an eligible title for transfer determined to be similar by Civil Service. For transfers, a list of approved titles is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/. The GOT-IT site will inform you if your title is transferrable.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

• Monitor front desk, answer, and direct incoming phone calls from the public.

• Perform clerical tasks and general office duties, including the use of office equipment and managing the office postage machine, opening/distributing mail, completing travel vouchers for senior staff as proxy, familiarity and use of Outlook email, and teleconference communications system equipment operation. Organizes, files, and scans documents/reports as directed.

• Schedule conference calls, conference & video conference rooms, and maintain office calendars.

• Maintain the inventory of Buffalo office supplies, and requisition new supplies as needed.

• Works closely with HCR Support and ITS Services. Coordinates office workstations assignments, relocations, and individuals’ basic equipment needs.

• Support the Assistant Commissioner with: Calendar management - scheduling meetings, monitoring for meeting conflicts. Coordinate travel and process travel reimbursements.

• Assist the Assistant Commissioner, VP of SAMU, and Buffalo Unit Supervisors in preparation of daily and weekly reports, resident communications, market surveys, meeting minutes as needed.

• Process requests on behalf of the Assistant Commissioner/VP that do not meet normal parameters and may require additional research and consultation with higher level staff.

• Perform activities on behalf of the Assistant Commissioner/VP that will require confidentiality and coordination with internal or external parties.

• Become acclimated and familiar with NYSHCR website, Agency departments, and housing programs to be able to direct the public and Agency staff to the appropriate information or department.

• Acquire a substantive understanding of the rules/regulations covering several program areas including but not limited to Asset Management, Mitchell Lama, Sustainability, and Development to effectively relay essential program laws, rules, and regulation details to the general public, HCR internal and external partners, and to local government officials as directed.

• Perform any additional tasks as assigned by the Supervisor, Director, or Assistant Commissioner to facilitate the Buffalo Office functions.

• Limited out of office travel for training and meeting purposes.
  

Please provide a current resume if interested in this position. Please note the vacancy ID in the subject line of your email when applying. If you are applying from Indeed, please include the location and paste in the duties of the position in your response.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.