Office Assistant 2

The Office Assistant 2 position provides office support to the overall operation of the Greater Rochester Day Services Programs and will be supporting multiple sites as needed. Strong verbal and written communication is required to communicate with team members and all DDSO staff on a daily basis. Duties to include Census, TABS processing, Day Hab billing processing, information inquiries, maintenance of databases, use of programs including Word, Excel, Adobe, and SharePoint, response to phone calls, photocopy/fax/scan of information, maintain files (both paper and electronic), SOD/POCA processing, scheduling of interviews, greet visitors as they arrive, perform other clerical duties and special projects as assigned.

Primary Duties will include but not limited to:

Administrative and Clerical Support:

• Provide clerical and administrative support to program administrators and staff.
• Prepare, type, proofread, copy, scan, fax, file, and distribute correspondence and other documents.
• Maintain paper and electronic files and records.
• Answer incoming phone calls, take messages and direct inquiries to the appropriate individual or department.
• Greet visitors, vendors, staff, and other individuals upon arrival. Facilitate visitor sign-in procedures, while supporting building safety, and connecting vendors/visitors to the appropriate staff member.
• Perform data entry and maintain databases and other electronic records.
• Maintain written inventory, order office and building supplies and materials and organize storage of these resources.
• Assist supervisory staff with maintenance/building issues and submit maintenance issues into Facility Max.
• Check messages in the morning for unscheduled absences and submit necessary sign-in and sign-out sheets to Human Resources.
• Assist staff with basic equipment issues and entering equipment issues into the ITS help tickets.
• Perform basic cleaning and maintenance of office equipment.
• Utilize Microsoft Word, Excel, Adobe, SharePoint, and other agency/program-specific computer applications.
• Complete special projects and other clerical assignments as directed.

Service Documentation and Billing:

• Collect accountability sheets and enter daily service information into the TABS system for approximately 180 individuals receiving services.
• Process and maintain census information.
• Generate the AR19 report at the beginning of each month and review information for accuracy.
• Process applicable SOD/POCA documentation.
• Review submitted information for completeness and accuracy and follow up on discrepancies as necessary.

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Minimum Qualifications

Promotion:

One year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.

Open Competitive:

One year of clerical experience.

Competitive:

You must be reachable for appointment on the current Civil Service eligible list used for filling this title.

Transfer:

Candidates must have one year of permanent competitive, non-competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

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/index.cfm.