Office Assistant

New York State Department of Civil Service

Expires on July 5, 2026

Employee Benefits has the lead role for administering the New York State Health Insurance Program (NYSHIP), one of the largest public employer health insurance programs in the nation covering more than 1.2 million lives. This position will play an important role in ensuring the continued success of the comprehensive health insurance programs.

• Receive, pick‑up, deliver, and distribution of mail or other forms of correspondence or communication throughout the Division.
• Opening, sorting, date stamping, and coding mail by unit and retention level.
• Processing mail returned to the Division by looking it up in our database system and delivering it to the correct unit.
• Scanning in mail using the software programs Datacap and Capture.
• Processing incoming faxes in Microsoft Outlook.
• Enter and retrieve data and information from computerized systems.
• Maintain files, correspondence, documents, records, materials pursuant to guidelines.
• Operate various communication systems such as telephones, computers, scanners, and copiers.
• Operate and perform basic cleaning and maintenance on office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
• Purging and shredding documents in accordance with Health Insurance Portability and Accountability Act (HIPAA) regulations according to a monthly schedule.
• Performs other duties as assigned.

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 clerical experience.

55 B/C

Qualifications:

• Current permanent non‑competitive state employees 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.

• Strong organizational skills, attention to detail; prior correspondence sorting experience, the ability to work well independently as well as part of a team; and experience managing sensitive or confidential information with discretion.

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.