Minimum Qualifications This is a transfer opportunity for current New York State employees only who are eligible to transfer via Section 70.1 of the Civil Service Law - candidates must have permanent status in a title approved for transfer by Civil Service within two salary grades of the Grade 9 level. The Office Assistant 2 Promotional List is also used to fill this title. If you are on this list, you may receive a canvass letter.
Duties Description This position is located in the Real Estate Finance Bureau.
•Design clerical processing procedures.
•Write responses to correspondence.
•Review forms and applications and make appropriate determinations.
•Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
•Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and insure that appropriate materials and equipment are available.
•Respond to non-routine FOIL requests (i.e., requests for things other than offering plans and amendments), conducting searches for documents responding to these requests, and performing a first review of responsive documents to determine what, if anything, should be withheld under applicable FOIL exemptions.
•Search for, gather, compile, and prepare digital and paper records in response to Freedom of Information Law (FOIL) requests within 20 business days of receipt, using databases, Microsoft Excel, and computer directory searches to locate documents.
•Request, track, and return off-site files, and track progress in fulfilling requests using various fields in a web portal.
•Answer telephones and correspond with FOIL requestors about their requests via email and phone. Assist requestors during their appointments to review documents.
•Scan paper files into digital form and deliver paper files to the Office’s print shop for scanning and/or copying.
•Screen and redact documents in Adobe Acrobat.
•Upload digital files to the FOIL web portal for distribution to requestors.
•Prepare and edit draft correspondence, including emails and letters, and proofread and correct work to produce accurate, clean, and complete copy.
•Process checks for FOIL unit.
•Process incoming complaints, conduct initial searches of applicable internal and external records, and add resulting printouts/findings to file.
•Perform overflow work as necessary, including: answering REF main line phone calls, taking complete messages to ensure proper follow up, answering questions about the Real Estate Finance Bureau, and routing calls appropriately.
•Perform FOIL intake tasks, including verifying information and sending acknowledgment and clarification emails to requestors, as necessary.
•Must be able to lift and carry a box of paper up to 35 pounds.
•Perform other duties as assigned.
Additional Comments IN ACCORDANCE WITH STATE LAW, GOVERNOR'S EXECUTIVE ORDERS #6 AND 28.1, AND SECTION 504 OF THE FEDERAL REHABILITATION ACT OF 1973, AS AMENDED BY THE AMERICANS WITH DISABILITIES ACT, WE ARE AN EQUAL OPPORTUNITY EMPLOYER. WE DO NOT DISCRIMINATE ON THE BASIS OF RACE, RELIGION, COLOR, SEX, AGE, NATIONAL ORIGIN, DISABILITY OR SEXUAL ORIENTATION.
Some positions may require additional credentials or a background check to verify your identity.
Notes on ApplyingPlease return cover letter and current resume to Brianna.Guckemus@ag.ny.gov Email is the preferred method of submission. Please include posting ID #61420 in the subject of the email. Please be sure to indicate how you are eligible to for the position. Will accept faxes and mailed copies as well. If you previously applied to vacancy ID #61040 you do not need to reapply. Your qualifications will be given full consideration for the position.