Position Information

NY HELPNo

AgencyState Police, Division of

TitleOffice Assistant 3

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $56506 to $68630 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address 1220 Washington Avenue

Building 22

City Albany

StateNY

Zip Code12226

Job Specifics

Duties Description Under the supervision of a Human Resources Specialist 1, provide second-level supervision to Filing Unit staff, including assigning work, establishing performance standards, reviewing completed work, providing training, taking corrective action as needed, planning, organizing, scheduling and coordinating the daily operations and workload of the Filing Unit, and completing performance evaluations.

Coordinate and oversee confidential personnel jacket requests, including emergent requests, from internal units such as Division Counsel and the Professional Standards Bureau, as well as requests from outside agencies, by locating records in electronic and physical form, assembling complete and accurate jackets, and performing final quality review of all jackets prepared by subordinate staff prior to dissemination; may require operating a Division vehicle to retrieve records from offsite State Archives.

Assist with the maintenance of electronic and physical employee personnel records in accordance with established records retention, confidentiality, and security standards.

Assist with the administration of the Division’s electronic records management system (Laserfiche), including preparing records for scanning, organizing and purging duplicate documents, verifying document completeness, and supporting lower-level staff performing these functions; conduct quality control reviews of scanned documents to ensure legibility, completeness and accurate indexing.

Maintain tracking logs, spreadsheets, and other records related to personnel jacket requests and records activity in accordance with established procedures.

Monitor and ensure accurate, consistent, and confidential data entry of employee information into the Division’s personnel electronic database by Filing Unit staff.

In conjunction with the Human Resources Specialist 1, coordinate the annual purge of personnel files for employees who have separated from service.

Respond to routine requests from Division employees and internal units regarding employee information in accordance with established procedures.

Perform clerical and administrative support tasks as needed for the personnel unit, including filing, data entry, monitoring shared inboxes, answering telephones, and assisting with assigned projects.

Participate in training related to records retention, records management procedures, Laserfiche system use, confidentiality, and quality control standards.

Minimum Qualifications One year of service at a Salary Grade 9 or higher level,

OR

Two years of service at a Salary Grade 6 or higher level,

OR

Two years of office experience in which maintaining office files was a part of your daily job duties.

PREFERRED QUALIFICATION

One year of supervisory experience.

NOTE: As a condition of employment, the incumbent of this position must possess, at minimum, a valid Class D driver’s license at the time of appointment, which must be maintained for the duration of appointment to this title. Driving abstracts will be reviewed to ensure driving history satisfies requirements to operate a Division vehicle. Failure to maintain the continuous ability to transport files to and from the State Records Center may result in termination.

Minimum qualifications must be met by the closing date of the posting.

Additional Comments Resumes will be evaluated to determine whether candidates will proceed to the interview phase of the process.

The New York State Police values a diverse and inclusive workforce where the unique skills of all employees are valued in support of the mission of the Division. Qualified candidates are considered for employment without the regard to age, race, color, religion, gender identity and expression, disability, national origin, gender, sexual orientation, military or veteran status or any other characteristic protected by law. The New York State Police is an equal opportunity/affirmative action employer that accept all applications from a wide range of candidates.

The New York State Police complies with federal and state laws and makes reasonable accommodations for qualified individuals with the disabilities and/or sincerely held religious belief. If a reasonable accommodation is needed to participate in the job application or interview process, please contact the Division Personnel Office at (518) 457-3840 or personnel@troopers.ny.gov.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Mr. Christopher Siciliano, Director of Human Resources

Telephone 518-457-3840

Fax

Email Address Personnelresumes@troopers.ny.gov

Address

Street 1220 Washington Avenue

Building 22

City Albany

State NY

Zip Code 12226

 

Notes on ApplyingKindly submit a cover letter and complete resume via Email to personnelresumes@troopers.ny.gov.

Place in the Subject line: OA3 Filing Unit
Applicants must clearly demonstrate satisfaction of the minimum qualifications as described in the job posting by including this information in their resume; credit will not be given for experience or education that is not listed directly on the resume (e.g. in a cover letter or other supporting application materials). All statements are subject to verification, including transcript review.