Review Vacancy
AgencyMilitary and Naval Affairs, Division of
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitDMNA - Division of Military and Naval Affairs (CSEA)
Salary RangeFrom $33972 to $41756 Annually
Jurisdictional Class "Other" (generally Military Law positions)
Street Address New York State Division of Military and Naval Affairs Headquarters - Directorate of Administrative Services
330 Old Niskayuna Road
Minimum Qualifications This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
One year of permanent service as an Office Assistant 1, or other clerical title allocated to a State Grade 6 or higher. Must be proficient in Microsoft Office Word and Excel.
OR
Four (4) years of experience in a clerical, secretarial, office administration or mail/supply position performing tasks such as bookkeeping, accounting, telephone communication, preparation of correspondence, file management, scheduling of meetings, data entry, mail/supply unit coordination, and/or similar duties. Must have some supervisory experience. Must be proficient in Microsoft Office Word and Excel.*
AND
Must be at least 18 years of age and have a high school diploma or GED.
Must have and maintain a valid driver’s license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver’s license status to supervisory chain of command.
In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required – especially at Air Bases when flight line access requires SECRET.
Must be comfortable working at heights such as climbing ladders, working on scaffolds, platforms and lifts.
Must be able to push, pull, lift and carry heavy objects and equipment (50+ lbs).
Must be able to work outside in various temperatures and inclement weather for extended periods of time.
Must be able to work in confined spaces in accordance with training and duty requirements.
Must be able to read and write in English.
Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word and Excel.
Required to have or successfully complete within 90 days of receiving computer access, all SFS, SLMS and other computer training as related to position duties.
* Other combinations of education and work experience, including military, may be considered, however, candidate must demonstrate a combination totaling at least four (4) years of experience, including supervisory experience, computer proficiency and direct relevance to the job duties noted above.
At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination.
NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Directorate for current information on minimum requirements for appointment. Please contact State Human Resources Directorate for any further information regarding the position requirements.
Duties Description This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
Working under the supervision of senior staff, Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities.
Office Assistants 2 perform all duties of the Office Assistant 1; and may supervise Office Assistants 1 and other subordinate staff such as interns, and/or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. The Office Assistant 2 will be expected to have more advanced computer skills and knowledge.
The position performs responsibilities in accordance with National Guard Bureau (NGB) standards (and where applicable those requirements of the Master Cooperative Agreement between the NGB and the DMNA), as well as agency and labor contract duties and responsibilities – current and as amended. The position may report to state and/or federal supervisory personnel.
Duties and responsibilities may include but are not limited to the following:
• Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy.
• Utilize required software systems to track, maintain and process records and information.
• Maintain files, correspondence, documents, records, materials, and stores pursuant to guidelines. Process outgoing mail, to include mail preparations (stuffing and sealing envelopes, applying postage), utilizing State and Federal meters and obtain postage meter readings as required.
• Process incoming/outgoing mail/packages – certified, registered, ground, overnight or other carrier options; maintains proper tracking procedures for same.
• Receive, unload, unpack, sort, store, count, and distribute goods received, following established procedures.
• May operate a motor vehicle to pick up and deliver mail, or other forms of correspondence or communication from the Executive Chamber, other state agencies or vendor locations.
• Take periodic physical inventory and maintain perpetual inventory records.
• Keep shelves and stock clean, neat, and in proper place.
• May perform supervisory duties including but not limited to assigning work to staff and assure necessary coverage for assignments and office.
• Periodic overtime may be required
• Periodic travel may be required to other facilities; to attend training; or other requirements related to duties as needed.
• Other job duties as assigned.
Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.
Some positions may require additional credentials or a background check to verify your identity.
Email Address ng.ny.nyarng.mbx.mnhs-job-posting@mail.mil
Address
Street New York State Division of Military and Naval Affairs - State Human Resources Management
330 Old Niskayuna Road
Notes on ApplyingTo be considered for interview, submit a cover letter and resume. In e-mail subject line and cover letter indicate the title, location, vacancy announcement number of the position for which you are applying. Ensure to clearly note how you meet the minimum qualifications for the position. Please be certain to note any specific licenses or certifications in a skilled trade.
If you are a former public employee retired within New York State currently receiving benefits, indicate this and the name of the retirement system in your cover letter.
Cover letter and resume may be submitted via E-mail (preferred method), FAX, or Mail.
E-mail to: ng.ny.nyarng.mbx.mnhs-job-posting@mail.mil
FAX to: (518) 786-6085
Mail to:
New York State Division of Military and Naval Affairs
State Human Resources Management
330 Old Niskayuna Road
Latham, New York 12110-3514
Attn: Classifications
ALL DOCUMENTS MUST BE RECEIVED IN STATE HUMAN RESOURCES MANAGEMENT (MNHS) BY APRIL 12, 2017.
VAGUENESS AND OMISSIONS WILL NOT BE RESOLVED IN YOUR FAVOR.