Office Assistant 2 (Stores/Mail), (NY HELPS), Box OCE-1561/26306

Duties Description

The New York State Education Department, Office of Cultural Education seeks to fill an Office Assistant 2 Stores/Mail position in the State Archives, State Records Center. The position is located in Albany and based at the State Office Building Campus. The State Records Center stores, retrieves, and manages inactive records for New York State agencies. The Records Center stores over 230,000 boxes of records in three different warehouse locations. Last year, staff retrieved roughly 7,000 boxes to fill agency requests; shelved 7,500 newly transferred boxes; and pulled 7,000 boxes eligible for destruction. Boxes of records weigh 35-40 pounds on average. Duties of the position include:

• Supervise lower-level clerical staff;
• Supervise warehouse activities associated with the intake, shelving, retrieval, and departure of record boxes for State agency requests, monthly dispositions, and special projects; perform relevant data entry work in inventory management system;
• Assign and check completed data entry work in inventory management system or other tools;
• Safely load and unload record boxes on and off delivery trucks and move boxes within the warehouse using electric pallet jacks, as needed; also ensure that staff perform these tasks safely and efficiently;
• Operate a box truck and van to pick up, deliver, and move record boxes;
• Assist staff with warehouse activities related to the intake, shelving, retrieval, and departure of record boxes;
• Oversee the scheduling and delivery of new record boxes into the State Records Center; work with State agencies to ensure that boxes are properly packed, labelled, and palletized;
• Provide support to staff and to state agencies in the use of new inventory management system (Gimmal Physical);
• Monitor State Records Center building for issues of concern and report them to supervisor and OGS building staff as appropriate; and
• Perform other clerical tasks, as assigned.

Minimum Qualifications

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 Minimum Qualifications

To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• One year of experience where most of the work time was spent performing activities related to mail receipt, mail distribution, storage, and stores keeping.

PROMOTION: Current State employees must have one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at:

Competitive Minimum Qualifications

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Office Assistant 2 (Stores and Mail).

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-7 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website.

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and one of the following minimum qualifications:

• Have one year of experience where most of the work time was spent performing activities related to mail receipt, mail distribution, storage, and stores keeping OR
• Current NYS Department of Education employee with one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at:

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.

Additional Comments

CONDITIONS OF EMPLOYMENT:

This will be a permanent competitive appointment, a permanent non-competitive appointment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.

Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.

This position leads to a maximum salary of $52,413 based on annual performance advances.

APPLICATION: Qualified candidates should send a resume and letter of interest by March 23, 2026 to [email protected] (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1561/26306) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.

New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.

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Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off

• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits

• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits

• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.