Human Resources Office Assistant 3

Job Summary

The Office Assistant 3 is a key support role within the Human Resources department, assisting with a variety of administrative and clerical functions. This position involves handling sensitive information related to benefits, performance evaluations, workers' compensation, and personnel transactions. The role requires strong computer skills, the ability to work independently, and may involve supervisory duties over subordinate staff.

Duties Description

Under the supervision of senior staff, Office Assistants perform essential office support and clerical work. This may include data entry, calculations, mail and supply management, document preparation, answering phones, completing forms, assisting customers, and creating reports, charts, and graphs. Specifically, this position will focus on human resources tasks such as benefits, performance evaluations, workers' compensation, and personnel transactions, handling significant amounts of confidential information.

The Office Assistant 3 also acts as a second-level supervisor, overseeing assigned subordinate staff and managing the clerical operations of the unit. This role requires substantive knowledge of the HR program area, exceptional computer skills, and the ability to make independent, well-reasoned decisions.

Responsibilities are performed in accordance with DMNA policies, federal and state statutes, and applicable bargaining agreements and National Guard Bureau (NGB) requirements. The position may report to state or federal supervisors.

Key Responsibilities Include:

• Serving as an agency liaison with the Business Service Center (BSC) for personnel transactions (payroll, time and attendance, employee status, benefits).
• Answering inquiries and providing information regarding agency activities, transactions, and procedures.
• Typing, proofreading, and correcting correspondence, documents, and records, including confidential payroll and benefits information.
• Potentially participating in hiring processes, budget preparation, and inventory management for the unit.
• Collaborating with HR staff, providing coaching, mentoring, and supporting labor relations with documentation for disciplinary actions.
• Coordinating agency hiring processes, including setting up interviews and hearings.
• Maintaining personnel office records (e.g., personal history files, position control files, health insurance files).
• Conducting new employee onboarding sessions and providing information on personnel procedures and policies.
• Processing employee benefit claims and transactions, coordinating attendance and leave, and auditing time records.
• Assisting with payroll processing and auditing, and providing training assistance on personnel, attendance, leave, and payroll matters.
• Supporting agency training requirements, including data management on the Statewide Learning Management System (SLSM).
• Performing supervisory duties such as assigning work and ensuring coverage.
• Periodic overtime and travel may be required.

Job Requirements

• Basic knowledge of applicable rules and regulations, US Postal Service rates, and private carrier services.
• Proficiency in commonly used software programs like Microsoft Word, Excel, email, and internet searches.
• Ability to sit, stand, walk for extended periods, and lift/carry objects up to 50 lbs.
• Good verbal and written communication skills; ability to prepare clear written documentation.
• Ability to read and write in English.
• Ability to work independently and in a team setting.
• Strong interpersonal skills for interacting with diverse groups.
• Ability to follow directions, ensure follow-through, and report concerns.
• Ability to prioritize tasks in a fast-paced environment.
• Attention to detail and accuracy in working with data.
• Willingness to work in various weather conditions and at heights if required.
• Demonstrated reliability and trustworthiness.
• Willingness to complete required training.
• Must be able to supervise and train subordinate personnel, lead, coach, and train others on procedures.
• Ability to assign work, ensure compliance, and compile/reconcile complex financial/budgetary data.
• Must be able to work with confidential data responsibly and professionally.

Qualifications

Minimum Qualifications:

• Two (2) years of permanent service as an Office Assistant 2, or in a clerical title allocated to State Grade 9 or higher.
• Proficiency in Microsoft Office Word and Excel.

OR

• Four (4) years of full-time experience in a clerical, secretarial, or office administration position performing tasks such as bookkeeping, accounting, communication, correspondence, file management, scheduling, and data entry.
• Some supervisory experience required.
• Proficiency in Microsoft Office Word and Excel.

AND

• Must be at least 18 years of age and have a high school diploma or GED.
• Must possess and maintain a valid New York State driver's license.
• Must obtain and maintain a favorable background investigation and appropriate clearance (e.g., NACI, potentially SECRET clearance).
• Must be able to read and write in English.
• Must be familiar with and independently use Microsoft Word and Excel.
• Required to complete SFS, SLMS, and other computer training within 90 days of access.

Other combinations of education and experience may be considered, provided they total at least four (4) years of full-time experience, including some supervisory experience, computer proficiency, and direct relevance to job duties.

Additional Comments

This position is not in the Classified Service but is covered under New York State Military Law. Civil Service employees selected will lose seniority in the Classified Service.

Compensation

• Start Rate: $56,506
• Job Rate: $68,630

Note: All hires begin at the Start Rate unless prior state experience allows for a higher step.

Key skills/competency

• Human Resources Support
• Office Administration
• Clerical Operations
• Data Entry and Management
• Confidential Information Handling
• Supervisory Skills
• Microsoft Office Proficiency
• Customer Service
• Record Keeping
• New York State Policies