Office Assistant 2; NY HELPS; Labor Bureau

Claims Bureau Position

This position is within the Claims Bureau in New York City.

Duties include:

• Support settlement and restitution distribution work of the Labor Bureau:
• Perform Accurint searches to confirm contact information of workers.
• Draft notices of settlement payments.
• Mail notices and verification forms.
• Handle returned mail (including additional Accurint searches).
• Collect and review verification forms and determine whether to issue payment or request additional information.
• Collect taxpayer information to enable the Comptroller to provide 1099s.
• Request checks from Budget.
• Mail checks.
• Handle returned checks (including additional Accurint searches).
• Arrange in-person handoff of checks that are larger dollar amounts (in the thousands).
• Provide suggestions on how to improve processing procedures.
• Manage communications with workers eligible (or not) for payment, including responding to their questions orally and in writing.
• Maintain and update databases and spreadsheets tracking distributions.
• Coordinate arrangements for recurring meetings with other staff working on distributions and supervisors to discuss progress of distributions.
• Coordinate with Budget.
• Draft spreadsheets to allow Budget to send money to Unclaimed Funds.
• Record payment in the Resolution Compliance System.
• Handle requests for payment where the worker is deceased.
• For old distributions, search electronic and paper records for worker lists and damages calculations.
• Analyze Assurances of Discontinuance (AODs) from old settlements to make sure our distributions comply with them.
• Provide General Office Support, including operating office equipment and performing basic cleaning and maintenance of such equipment, including scanning, copying, and printing documents, maintaining scanners and printers, and replacing toner cartridges.
• Document Shredding, including monitoring the shredding bin to ensure it is emptied when full.
• Mail Handling, reviewing, sorting, time stamping and delivering incoming paper mail, including scanning in and emailing incoming complaints to the appropriate person and delivering outgoing mail or packaging for shipment to the mailroom.
• Maintain Inventory of Supplies, keeping track of office supply levels and organizing office supply storage, including receiving, unpacking, counting, and sorting supply deliveries. Making supervisor aware of damage good or incomplete orders and following up on damaged supply orders.
• Perform Data Entry, opening and closing cases in NY Matters, performing conflict checks and data searches, updating case information in NY Matters, and entering data on spreadsheets and in assorted computer programs as needed. Verify data previously entered to detect any errors.
• Complete Record Keeping and Filing Tasks, creating, organizing and maintaining paper files, correspondence, documents, records, materials, and stores pursuant to guidelines; receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy; establish new files by coding and numbering forms, creating folders, and compiling relevant material; and archiving closed paper files.
• Perform other duties as assigned.

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 (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE

QUALIFICATIONS:

One year of clerical experience.

OTHER WAYS TO QUALIFY:

Current State Employees:
Eligible for a lateral transfer or eligible for transfer under 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: (Use the "Apply for this Job" box below)..

NOTE:

Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered into the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024, and July 15, 2026.

You may wish to apply if you received a permanent NY HELPS appointment to a…