Careers At Dormitory Authority of the State of New York

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File Clerk

Department: Building Services
Location: Albany, NY

Position Title:                    File Clerk
Grade/Classification:        1 (D1) - Clerical
Bargaining Unit:                CSEA Local 698
FLSA Status:                      Exempt
Hiring Rate:                        $34,350
Application Deadline:        10/22/2019

 

Primary Purpose

The File Clerk maintains files, correspondence, documents and materials in accordance with established policies and procedures.

Essential Functions

  • Retrieve all files requested by DASNY staff.
  • Transmit records to the electronic archival storage system.
  • Act as a liaison with the New York City office records management unit regarding the design and modification of systematized and paper record keeping. 
  • Review, verify, record, process and/or reconcile data.
  • Develop, prepare, and/or maintain various spreadsheets, databases, charts, logs, reports, etc.
  • Prepare correspondence, form letters, forms and other documents as necessary.
  • Research and prepare responses to routine inquiries and/or requests for information, prepare draft correspondence, and respond directly to routine inquiries.
  • Prepare and assemble reports, summarizing information as needed
  • Research information, compile data and prepare findings as requested.

Other Duties and Responsibilities

  • Travel to DASNY field sites to retrieve file boxes prepared for storage.
  • Maintain all records at and act as a liaison with the Authority's off-site record storage company.
  • Undertake special assignments as directed.  
  • Maintain regular, consistent attendance and punctuality in accordance with DASNY policy.
  • Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Cyber Security and Critical Infrastructure Coordination.  (Standards can be found on the Intranet).

Supervision

N/A

Physical/Mental/Visual Demands

Monthly travel is required using DASNY vehicle or rental vehicle.  This travel may include overnight stays at public accommodations and related establishments.  Requires physical mobility (movement from place to place), physical strength, dexterity and coordination.  Requires the ability to lift at least fifty pounds.  Requires exposure to heights (climbing ladders, scaffolding, etc.).   Must be available to occasionally work a modified work schedule or extended workday hours.

Work Environment

Standard office environment, including the use of one or more of the following:  JLG Lift, rolling staircases, PC, telephone, fax machine, printer, copier, scanner, electronic stapler/hole punch/date stamp, shredder.

Minimum Qualifications

High school diploma or equivalent plus three years work experience.

Preferred Qualifications

High school diploma or equivalent plus three years relevant experience, including experience related to maintaining files.

Essential Skills

  • Knowledge of alphabetical and numerical file systems.
  • Strong interpersonal skills.
  • Basic knowledge of PC applications such as Outlook, Excel, Access, Word and PowerPoint.
  • Demonstrated organizational skills and ability to prioritize.

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