Office Assistant 1 (NY HELPS)- Vacancy

Office Assistant 1The Office Assistant 1 duties in the Division of Corporations will include but are not limited to the following: Uses Oracle Processing System to record payment information, document information, and review, accept or reject and scan Unified Commercial Code (UCC) documents. Perform data entry of summons documents into the Cenuity system. Perform reconciliation of fees retained by printing the Operator Daily Revenue Report and reviewing this report for payment type and accuracy. If any discrepancies are found, take the appropriate steps to correct these problems prior to sending the Revenue Report to the Revenue Unit. Uses the Oracle Processing System to process, scan, validate, and record UCC documents and search requests. Accurately enter information provided on various Summons, submitted to the Division of Corporations for filing, into the Cenuity system. Process Work Orders containing information provided on various Summons, submitted to the Division of Corporations, emphasizing accuracy. Prepare records for transport to the records center for retention. Aid various parties at the Customer Service Desk. Receive, fasten, sort, count and record the number of documents sent to the Division of Corporations via mail, fax and email. The retrieval of microfilm records from storage cabinets, production of copies using microfilm readers Opening, date stamping, examination, designation and separation of various filing types, and distribution to the appropriate unit for all incoming mail. Scan and enter required data for refiles (documents being returned to the Division), organize and purge files when necessary. Correctly identifying expedited filings and separating them from regular work so they are not stamped for routine processing. Ability to complete time sensitive tasks. Questions may be directed from upper management, supervisors in other units or members of the public, assist in answering questions and maintaining quality service. Assisting others with questions about documents located on Microfilm. Returning mail to the mail room that is not for the Division of Corporations. Ability to respond to requests or inquiries via email, phone, and in-person. Familiarity with the Microsoft office suite. Perform office support and clerical work to meet the requirements of agency programs: Receive, fasten, sort, count and record the number of documents sent to the Division of Corporations via mail, fax and email. The retrieval of microfilm records from storage cabinets, production of copies using microfilm readers Opening, date stamping, examination, designation and separation of various filing types, and distribution to the appropriate unit for all incoming mail. Entry-level clerical and office support work, processing transactions, maintaining records: Scan and enter required data for refiles (documents being returned to the Division), organize and purge files when necessary. Correctly identifying expedited filings and separating them from regular work so they are not stamped for routine processing. Ability to complete time sensitive tasks. Answer questions from, and provide information to, various parties: Questions may be directed from upper management, supervisors in other units or members of the public, assist in answering questions and maintaining quality service. Assisting others with questions about documents located on Microfilm. Returning mail to the mail room that is not for the Division of Corporations. Operate various communication systems: Ability to respond to requests or inquiries via email, phone, and in-person. Familiarity with the Microsoft office suite.