Office Assistant 2 (NY HELPS) - Real Estate Finance (NYC)

The incumbent of this Office Assistant 2 position will serve in the Real Estate Finance Bureau (REF) of the Office of the New York State Attorney General (OAG), which enforces New York State laws governing the initial offering of cooperatives, condominiums, homeowners associations, and certain other real estate securities. Duties performed by this Office Assistant 2 include, but are not limited to the following:

• Communicate by phone or face-to-face with paralegals, attorneys, architects, and IT staff to provide or gather information.
• Review forms or applications for subject matter content, completion, and accuracy within program segment of expertise and make appropriate determination. Gather additional information as necessary to process filings in a timely manner due to statutory deadlines.
• Verify check or epayment receipts for filing fee, calculate as needed, and assign registration numbers or renew files. Handle returned checks by soliciting and processing replacement checks and reporting to the Budget and Fiscal Management Bureau.
• 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. Assist in gathering and compiling data for monthly statistical reports, as needed.
• Create, maintain, and update Record Room logs, templates, spreadsheets, and other documents. Prepare and edit draft correspondence including acceptance letters and other documents.
• Independently prepare written summaries and reports and apply REF procedures in support of assignments.
• Use spreadsheet to generate certificates/receipts. Create Excel formulas and scripts to assist with Record Room work and increase team efficiency.
• Monitor filings and submissions and take necessary action to avoid backlogs.
• Type, proofread, and review entries into a variety of databases; including the Paper Archive Management (PAM) system.
• Responsible for the storage, organization, retrieval, and delivery of files in the file room (as requested by REF attorneys, PI Team, etc.).
• Monitor and take action on RMS (Recruitment Management System) for intern applications.
• Coordinate interviews for internships, temporary and permanent positions including scheduling and participating in interviews.
• Train newly hired employees, conduct monthly team meetings, and help resolve any staff or procedural issues.
• Review subordinate employee’s documentation to ensure proper spelling and grammar. Make appropriate corrections for format, accuracy and validity.
• Supervise employees in the Record Room in the absence of the Director. Act as backup for a variety of Record Room assignments such as amendments and plans.
• 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:

One year of clerical experience.

Other Ways to Qualify:

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

2.

OR

Eligible for a lateral transfer or eligible for transfer under 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: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/.

NOTE: Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered into the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024, and July 15,

• You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective July 16, 2026, or later will be addressed with a subsequent cover-in.

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, the candidate must be enrolled in the Civil Service 55b/c program and meet the minimum qualifications listed above.

Additional Information

The agency's hours of operation are Monday through Friday, between 8:30 am and 5:00 pm (37.5 hours/week). Scheduling determinations are dependent upon the needs of the Bureau and will be communicated during interviews.

Positions in New York City have an additional $4,150 added to the annual base salary for location pay.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller (OSC) in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.

The Office of the NYS Attorney General (OAG) cannot provide sponsorship for work authorization. Candidates need to be authorized to work in the United States to be employed by this agency. It is incumbent upon employees to maintain work authorization for the duration of their employment with the OAG. This agency does not participate in E-Verify for work authorization purposes.