Office Assistant 1 (NY HELPS)

This position is located in the Real Estate Finance Bureau.

Duties:

• Gather, compile, and prepare data from manual or automated files, including Oracle database and spreadsheet logs for various reports, publications, records, etc. Design formats for various reports and forms.
• Review forms or applications for subject matter content, completion, and accuracy within the program segment of expertise and make an appropriate determination. Gather additional information as necessary.
• Use spreadsheets to generate certificates/receipts.
• Prepare and edit draft correspondence, including acceptance letters and other documents.
• Communicate by phone or face-to-face with paralegals, attorneys, architects, and IT staff to provide or gather information.
• Verify check or e-payment receipts for filing fee, calculate as needed, and assign registration numbers or renew files.
• Independently prepare written summaries and reports and apply REF procedures in support of assignments.
• Draft emails using templates to provide instructions on e-submission procedures, to respond to deficiencies, and to confirm filings are acceptable for submission.
• Create cloud links, create folders, download files, rename folders and files per file-naming convention, and upload files to the shared drive.
• Self-report work, assign filings, and track deficiencies using Excel spreadsheets.
• Process filings in a timely manner due to statutory deadlines.
• Must have the ability to lift 35 pounds several times a day.
• Perform other duties as assigned.

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.

Non-Competitive Qualifications:

There are no minimum education or experience requirements for this title.

Other Ways to Qualify:

Reachable on the Department of Civil Service Eligible list for Beginning Office Assistant.

OR

Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website.

OR

55 B/C: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and must meet the minimum qualifications listed above.