Position Information

NY HELPYes

AgencyHealth, Department of - Veterans Home at Montrose

TitleOffice Assistant 2 (Stores and Mail) (NY HELPS) - 91140

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade09

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $46641 to $56413 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Westchester

Street Address NYS Veterans Home at Montrose

2090 Albany Post Road

City Montrose

StateNY

Zip Code10548

Job Specifics

Duties Description Supply & Inventory Management:
• Oversee all medical, office, and Personal Protective Equipment (PPE) supplies stored in the general throughout the facility.
• Maintain accurate inventory levels through routine cycle counts and full physical inventories.
• Monitor supply usage trends and adjust par levels to prevent shortages and support uninterrupted resident care.
• Submit order requests to restock all supplies in accordance with facility needs and budget guidelines.
• Track and maintain all inventory of supplies.
• Manage storage organization to ensure efficient access, safety, and compliance with regulatory standards.
• Notify Chief Financial Officer of purchases that are exceeding discretionary thresholds to ensure compliance with necessary New York State contracting guidelines.
• Support the implementation and rollout of the new electronic inventory management system by assisting with data entry, validating item records, organizing product categories, and helping staff transition to new workflows and procedures.

Receiving & Verification:
• Receive all incoming shipments, including medical supplies, office supplies, equipment, and PPE.
• Verify packing slips, invoices, and purchase orders for accuracy and completeness.
• Inspect all deliveries for damage, expiration dates, and compliance with order specifications.
• Document discrepancies and coordinate with Purchasing Clerk and vendors to resolve issues.

Distribution & Delivery:
• Ensure timely delivery of all requested supplies to nursing units, departments, and administrative offices.
• Coordinate and complete distribution of UPS, FedEx, and other carrier packages to the correct residents, staff, or departments.
• Maintain accurate logs of distributed supplies and packages for accountability.

Staff Leadership & Coordination:
• Assign daily tasks to the Office Assistant 1 working in the warehouse.
• Provide guidance on warehouse procedures, safety protocols, and inventory systems to all facility staff.
• Ensure workflow efficiency and maintain a clean, organized, and safe warehouse environment.

Equipment Inventory & Asset Management:
• Maintain inventory records for all medical equipment, high?cost equipment, and facility assets.
• Track equipment location, condition, and lifecycle status, including repairs, replacements, and preventive maintenance schedules.
• Coordinate with clinical and maintenance teams to ensure equipment availability and readiness.
• Assist with capital equipment audits and support compliance with regulatory and accreditation requirements.

Documentation, Compliance & Reporting:
• Prepare inventory reports, usage summaries, and audit documentation as required by leadership.
• Ensure compliance with infection control standards, storage regulations, and facility policies.
• Participate in emergency preparedness planning, including maintaining adequate PPE and critical supply reserves.

Minimum Qualifications Transfers: Current New York State employee with one or more years of permanent, contingent-permanent, or 55 b/c service in a position eligible for transfer under Section 70.1 of the Civil Service Law to Office Assistant 2 (Stores/Mail). Eligible titles are available at: https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm

Promotion Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications: Be a current New York State employee with one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38687titles.cfm.

Open Competitive HELPS qualifications: If less than three interested and qualified New York State Department of Health employees serving in the direct-line, lower-level title(s) within the agency apply to this opportunity, the agency may make a non-competitive appointment under the NY HELPS program: One year of experience where most work time is spent performing activities related to mail receipt, mail distribution, storage, and/or stores keeping.

Preferred Qualifications: • Background in receiving, verifying, and distributing supplies across multiple departments.
• Prior leadership in warehouse or supply operations, including task assignment and regulatory compliance.
• Experience with management of medical equipment and facility wide inventory tracking systems.
• Experience with Excel, Word and other Microsoft software applications.

Additional Comments One permanent, competitive full-time appointment, or non-competitive full-time appointment via HELPS.

Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the Department of Health Veterans Home at Montrose and have one year of permanent competitive service as a Office Assistant 1.

The posted salary ($46,641 - $56,413) includes the $4000 of downstate adjustment.

This position is part of the NYS HELPS program. No examination is required.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.reasonable.accommodation@health.ny.gov to make a request.

NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.

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 in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

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

How to Apply

Name Oma Sommers

Telephone 914-788-6102

Fax 914-788-6019

Email Address montrose.hr@nysvets.org

Address

Street NYS Veterans' Home at Montrose

2090 Albany Post Road

City Montrose

State NY

Zip Code 10548

 

Notes on ApplyingInterested candidates should submit an updated resume and cover letter detailing how you meet the minimum qualifications by email to montrose.hr@nysvets.org or by Fax at 914-788-6019.