New York State Department of Civil Service
and the job listing Expires on August 22, 2025
NOTE: To apply for this job, please email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID# you are applying for in the subject line of your email. Applicants that do not submit their cover letter and resume to YourFutureBeginsHere@cs.ny.gov will NOT be considered.
The Office of Financial Administration is responsible for overall agency fiscal management and administering the procurement process. As the Department carries out key initiatives to transform the way services are delivered to partner agencies and to the public, this position will play an important role in ensuring the success of these modernization efforts.
The Office Assistant 2 (Stores/Mail) duties will include, but are not limited to the following:
• Supervise two OA1s in the Mail and Supply Unit.
• Participate in the daily review and assignment of tasks to subordinate staff to ensure adequate coverage. Tasks include making deliveries to regional sites, examination pickup and drop off, mail distribution, and receiving all inventory for the agency.
• Oversee and participate in the daily pickup of mail from the US Postal Service at Empire State Plaza on P-1 and assist as a backup in case of staff absences. This includes sorting incoming mail and parcels for distribution to all program levels at Empire State Plaza, Agency Building 1, and Swan Street Core 1.
• Organize the receipt of goods for the DCS Purchasing Unit including inspecting and counting received goods, documenting quantities, and sending this information to the Purchasing Unit in DCS Financial Administration.
• Monitor and maintain the Mail and Supply Unit inventory by updating an Excel spreadsheet to track quantities and distributions. The inventory will account for items stored at various locations, including at least one off site storage facility, requiring travel to monitor and count inventory for storage and distribution.
• Oversee and assist in distributing agency goods to requesting divisions and provide guidance on the best methods for packaging and shipping parcels to outgoing DCS satellite DOL sites, 12 regional testing sites and EHS Nurse Stations. This process includes preparing mail for presort services at the Center for Disability Services (NYSID).
• Monitor the cs.sm.DCSMailSupplyUnit inbox for incoming supply requests, ensuring adequate follow-up and communication with agency staff.
• Assist in scheduling appointments for the transfer of NYS Records and in picking up records and supplies from off-site locations as needed.
• Oversee requests from the DCSRA unit and arrange distribution of Reasonable Accommodation equipment.
• Maintain and inventory the quantities of incoming and distributed Confidata Secure Scrap.
• This position requires the ability to routinely lift and/or carry heavy items and the ability to routinely reach, bend, stand, and walk for long periods of time.
Minimum Qualifications:
NY HELPS:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
One year of experience where most work time is spent performing activities related to mail receipt, mail distribution, storage, and/or stores keeping.
55 B/C QUALIFICATIONS:
Individuals certified eligible for the 55 B/C program under the Governor’s Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.
You must meet the open competitive qualifications.
The open competitive minimum qualifications are:
• 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:
Experience managing inventory, and experience in Microsoft Word and Excel.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Notes on Applying:
If you are interested and meet the minimum qualifications above, email your cover letter, and resume to YourFutureBeginsHere@cs.ny.gov. Please include the Title and Vacancy ID#194939 you are applying for in the subject line of your email.
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