Office Assistant 2 (Calculations)
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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. Office Assistants 2 (OA2) 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. OA2 (Calculations) spend most of their work time performing mathematical operations, and/or clerical activities related to mathematical operations, in the service of agency or program functions, primarily as described in the General Office and Calculations section of the illustrative duties listed in the Office Assistant position description. These activities may include creating spreadsheets, using calculators, and other means of performing calculations. These activities also may include entering information into, offering basic interpretations of information within, or retrieving information from various computer databases, including the Statewide Financial System (SFS) and/or Microsoft Access or similar computer database software package. The positions duties may incorporate, but are not limited to, financial (including record-keeping, bookkeeping, and reconciliation activities), purchasing, procurement, or statistical functions.Within this parenthetic, the second level typically supervises lower-level Office Assistants and/or may perform the more complicated calculations work. Incumbents at the second level are also expected to understand and have an expertise in the activities of the program area within which they work in order to answer questions and explain or clarify procedures, and use independent judgment to make decisions and resolve problems. Typically employees in this parenthetic are responsible for a particular segment of a program where dealing with numbers and performing calculations is a critical aspect, such as accounts payable, purchasing, or payroll. The position performs responsibilities in accordance with all current andamended, DMNA policies and procedures, federal and state statutes, and where applicable, the collective bargaining agreement and requirements of theNational Guard Bureau (NGB), specifically the Master Cooperative Agreement(MCA) and supporting regulations. The position may report to State and/or Federal supervisory personnel.Duties and responsibilities may include but are not limited to the following:•Maintain basic financial, accounting, and/or statistical records via paper and electronic records.•Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods. •As needed and directed, contact various internal and external parties to obtain information.•Utilize required software systems to track, maintain and process records and information.•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.•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 and maintenance on office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.•Schedule appointments, meetings, and travel using various office tools.•Perform routine processing activities, including checking forms for completeness and accuracy.•Type, proofread, review, and correct correspondence, documents, records, and other written material.•Make appropriate corrections for format, accuracy, and validity.•Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.•May create graphs, charts, or other visual aids to display data. •May also prepare routine reports or assist others in the preparation of reports, following established guidelines.•Transcribe hand-written materials.•Maintain, update, and correct records and files.•Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy. •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.•Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents.•Will perform duties independently as well as in team setting.•Work on computers utilizing various software and database systems.•Demonstrate reliability and trustworthiness.•Work independently with minimal supervision.•OFFICE ASSISTANT 2 (CALCULATIONS)•Review unit or departmental financial forms such as vouchers for conformance with approved spending.•Maintain accounts for a major account clerical function (such as accounts receivable or payable) of an agency having a large accounts maintenance operation and a large volume of transactions or for all clerical accounts maintenance and processing activities for an agency, division, program, or small business office.•Compile and prepare financial data for budgetary purposes.•Reconcile accounts with bank statements and control ledgers and resolve discrepancies.•Reconcile money received with value of receipts or tickets issued.•Perform account clerical audits for programs in which there are a large number and variety of transactions, verifications, checks, and computations, and where the written procedures are changed frequently.•Prepare payroll of a small agency or assist in the payroll of a large agency by preparing and processing payroll documents, computing and verifying salaries, and deductions.JOB REQUIREMENTS•Basic knowledge of applicable rules and regulations associated with unit assigned, to include rates of the US Postal Service and other applicable carrier requirements.•Basic knowledge of the rates and services provided by private carriers.•Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word, Excel, electronic mail (e-mail) and internet searches such as for postal/carrier information or supply products. •Must be able to sit, stand and/or walk for extended periods of time.•Must be able to push, pull, lift and carry heavy objects and equipment (minimally 50 lbs) as part of daily activities. •Must have good verbal and written communication skills; be able to clearly and concisely prepare written documentation related to mail receipts and notification, etc.•Ability to read and write in English.•Ability to work independently with minimal supervision as well as with other individuals in a project/team setting.•Ability to get along with and interact well with different groups of people, including co-workers, management, both Federal and State personnel, and the public.•Ability to follow directions, ensure follow through and completion of assignments and seek assistance or report concerns when needed.•Ability to prioritize assignments and be productive in a fast-paced, multi-faceted work environment.•Ability to work with data and information with attention to detail and minimize errors.•May be required to work outside in various temperatures and inclement weather for extended periods of time.•May be required to work comfortably at heights such as climbing ladders, platforms and lifts.•Will complete and attend training as required.•Periodic overtime may be required•Periodic travel may be required using various modes of transportation.•Performs other duties as assigned.•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. 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.ORFour (4) years of 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.*ANDMust be at least 18 years of age and have a high school diploma or GED.Must have and maintain a valid driver's license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver's license status to supervisory chain of command.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 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, Statewide Learning Management System (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 qualification when the requirement is not applicable for the hiring Directorate.]** Should related systems, regulations, procedures and requirements change, additional training and/or certifications may be required.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. Additional Comments Current Start Rate: $41,399Job Rate: $50,884*(*All hires begin at Start Rate unless prior state experience affords eligibility for hiring step increase as determined by OSC.)In addition, the Camp Smith Training Site receives an annual Downstate Adjustment of $3,400 annually. Some positions may require additional credentials or a background check to verify your identity.Name State Human Resources Telephone 518-###-#### Fax 518-###-#### Email Address ...@army.mil AddressStreet New York State Division of Military and Naval Affairs - State Human Resources Management 330 Old Niskayuna Road City Latham State NY Zip Code 12110 Notes on Applying To be considered for interview, submit a cover letter and resume. In e-mail subject line and cover letter indicate the title, location, vacancy announcement number of the position for which you are applying. Ensure to clearly note how you meet the minimum qualifications for the position. Please be certain to note your specific license or certification to meet requirements.If you are a former public employee retired within New York State currently receiving benefits, indicate this and the name of the retirement system in your cover letter.Cover letter and resume may be submitted via E-mail (preferred method), FAX, or Mail. ENSURE TO COPY E-MAIL ADDRESS EXACTLY.E-mail to: ...@army.milFAX to: (518) ###-####For Questions: (518) ###-####Mail to:New York State Division of Military and Naval AffairsState Human Resources Management330 Old Niskayuna RoadLatham, New York 12110-3514Attn: ClassificationsPOSITION WILL BE POSTED UNTIL FILLED. VAGUENESS AND OMISSIONS WILL NOT BE RESOLVED IN YOUR FAVOR.ALL CURRENT PERMANENT DMNA STATE EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE INTERVIEWED TO EVALUATE THEIR QUALIFICATIONS, TRAINING, EXPERIENCE, ABILITY TO MEET THE NEEDS OF THE DIVISION AND ABILITY TO PERFORM THE DUTIES AND REQUIREMENTS OF THE POSITION. THE REQUIREMENT TO PROVE QUALIFICATION SHALL REST WITH THE EMPLOYEE.ALL OTHER CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.