GOT-IT

Office Assnt 3 Calculations

Grade 14

New York State has approximately 553 positions* in this title statewide. You may view a breakdown of positions by county. This position exists in various agencies statewide. View links to all New York State agencies including agencies that have this title. For more information, New York State employees can contact the Career Mobility Office at (518) 485-6199 or (800) 553-1322. If you are not a current New York State employee, you can use the Department of Civil Service Web site to explore possible employment opportunities.

*The number of positions is approximate and represents the number of positions established (both filled and vacant); it is not an indication or reference to position type or duration, or intent to be filled. If you are viewing a trainee title, please note this number reflects the number of positions established at the journey level. Agencies may fill at the trainee level(s) or at the journey level based on employee qualifications. GOT-IT does not provide information on any job postings or job availability. For information on current job postings, please visit State Jobs NY. You may also visit specific New York State Agency websites for information about an agency and its job opportunities.

Career Ladder

A listing of titles that are most commonly used as steps for upward mobility for this title series. The salary schedule for this career ladder is also available.

  1. Office Assnt 2 Calculations

    Grade 09

  2. Office Assnt 3 Calculations

    Grade 14

  3. Head Account Clerk

    Grade 18

  4. Head Audit Clerk

    Grade 18

  5. Head Statistics Clerk

    Grade 18

Summary of Job Description

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: data entry; math or calculations; mail, supply, and inventory-related tasks; 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 other related activities.  This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.

As an Office Assistant 3 (Calculations), you would spend most of your work time performing mathematical operations, and/or clerical activities related to mathematical operations, in the service of agency or program functions, primarily as described in the Calculations section of the illustrative duties listed above.  These activities may include creating spreadsheets, using calculators, and other means of performing calculations.  These activities also may include entering information into, offering basic interpretations of information within, or retrieving information from various computer databases, including the Statewide Financial System and/or Microsoft Access or similar computer database software package.  The positions duties may incorporate, but are not limited to, financial (including record-keeping, bookkeeping, and reconciliation activities), purchasing, or statistical functions.  

Within this parenthetic, the second level typically supervises lower-level Office Assistants and/or may perform the more complicated calculations work.   Incumbents at the second level are also expected to understand the activities of the program area within which they work in order to answer questions and explain or clarify procedures, and use independent judgment to make decisions and resolve problems.  Typically employees in this parenthetic are responsible for a particular segment of a program where dealing with numbers and performing calculations is a critical aspect, such as accounts payable, purchasing, or payroll.

As an Office Assistant 3 (Calculations), you would:

Review unit or departmental financial forms such as vouchers for conformance with approved spending.

Maintain accounts for a major account clerical function (such as accounts receivable or payable) of an agency having a large accounts maintenance operation and a large volume of transactions or for all clerical accounts maintenance and processing activities for an agency, division, program, or small business office.

Compile and prepare financial data for budgetary purposes.

Reconcile accounts with bank statements and control ledgers and resolve discrepancies.

Reconcile money received with value of receipts or tickets issued.

Perform account clerical audits for programs in which there are a large number and variety of transactions, verifications, checks, and computations, and where the written procedures are changed frequently.

Prepare payroll of a small agency or assist in the payroll of a large agency by preparing and processing payroll documents, computing and verifying salaries, and deductions.

The third level performs as the head of a clerical operation, typically functioning as second-level supervisor.

View the classification standard for this title, on the Classification and Compensation webpage.

The NYS Title and Salary Plan provides additional information regarding other titles. If there is a classification standard available there will be a link under the column labeled STD. NO. If no link is available there is no classification standard available at this time for that title.

Summary of Minimum Qualifications

Please note: qualifications for this position may be subject to change. If substitutions for education and/or experience are allowed, this information would be available on the announcement.

You must take and pass a Civil Service examination in order to be considered for this position.

On or before the date of the examination, you must be a qualified employee of New York State and have had three months of permanent competitive or 55-b/55-c service in a clerical, keyboarding, or paraprofessional* title allocated to Grade 7 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/37837titles.cfm. Only the title(s) listed is qualifying for this examination(s).

*Only paraprofessional titles in an office environment will be considered qualifying. Service in a direct care title is not qualifying experience. Examples of non-qualifying titles are: Developmental Disabilities Secure Care Treatment Aide 1, Direct Support Assistant, Food Service Worker 1, Licensed Practical Nurse, Mental Health Therapy Aide, Security Services Assistant, Youth Division Aide 2, and Youth Division Aide 3.

For informational purposes only, click on the examination number(s) listed below to see the current or previous examination(s) that are used to fill this title.

37-837

How to Apply

When this examination is scheduled to be held, the announcement can be found on the Department of Civil Service, Examination Announcements web page. If you do not see an examination currently scheduled please check back on a monthly basis or sign up for announcement notification by email so that you will automatically be notified when new examinations are being offered.

Career Mobility

Career mobility is not just limited to the titles in the Career Ladder, above. Additional movement may be achieved through other examinations, additional education and/or work experience or transfer opportunities. For additional information or clarification of transfer determinations, current State employees should contact the Career Mobility Office. Visit ELMS Online to view established open-competitive, promotion, and transition eligible lists. If you are not a current New York State employee, see Employment Opportunities with New York State and find out how to become a New York State employee.

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