CUNY Office Assistant Level 1 (Provisional) - STAR Center

City University of New York•Brooklyn, NY

36d

About The Position

Assignment Level 1, 2 and 3 - Under supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. Typical duties are outlined below: Documentation and Information Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment. Proofreads typed material for accuracy, correcting errors as necessary. Uses commercial office software packages in typing, data entry, filing, updating files, and preparing various reports. Collects information or data from various sources; files and retrieves books, documents and/or data as needed. Updates existing files. Creates filing systems. Maintains departmental records; keeps separate confidential records when instructed. Retrieves and formats computerized data. With proper training, may take dictation and transcribe notes (written or recorded). Prepares and proposes various forms, e.g., financial aid applications, personnel papers and other college forms. Communications and Customer Service Provides information, as directed, to faculty, students, employees, and the general public. Responds to routine inquires regarding departmental affairs. Answers telephone calls; screens incoming calls and forwards/refers calls; assists in maintaining up-to-date mailing and telephone directories. Provides receptionist services; sets up appointments; keeps calendars; refers students, faculty, other CUNY employees and general public to proper areas or persons. Furnishes information on the department's rules and regulations, when authorized. Assists with arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units, etc.) Interviews and supervises College Assistants, College Work Study Students, Student Aides, Summer Interns, Volunteers, etc. Assists in training new employees in various office duties/use of office machines. Communicates with other academic or administrative departments or outside agencies to expedite the processing of work. Transaction Processing Prepares routine reports, including drafts, using information received from various sources. Receives and processes financial transactions following prescribed procedures (e.g., tuition payments, library fines). Processes purchase orders and supply orders; verifies deliveries. Verifies inventory and supplies reports on request. Completes Time & Leave calculations and keeps up-to-date records. Assists supervisors in specialized office functions, e.g., fingerprinting, I-9, reference and background checking, unemployment insurance. Calculates payroll figures; verifies amounts on financial forms; prepares deposit records; refunds authorizations, and similar documents; keeps related records. Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records. Receives mail for the unit/department/college and distributes it among the proper persons; may sort mail per instructions. Prepare the department/unit/college mailings within or outside CUNY, arranging special mail services when authorized. Duplicates, collates and distributes materials. Coordinates the work of others to produce and distribute materials; confers with printing department and mailroom personnel as needed. Assists in preparing and distributing materials such as recruitment documents. Assists in registration activities within the department or as assigned; when authorized, processes drop/add and over tally requests for course registration. Other Performs routine upkeep of office machines, e.g., photocopier, typewriter, computer terminals, printers, fax machines. May serve on committees when authorized. Assignment Level 4 - Under supervision, performs moderately complex office or secretarial work in various units of CUNY. Perform tasks at assignment Level I, at a more complex or responsibility level or with significant expertise and masterly performance. May serve as secretary to an executive or to a small group of professional, managerial, or technical personnel. Organizes, supervises and coordinates the workload of a moderately complex office, including the supervision of full and part-time office support staff. Initiates administrative procedures on behalf of the department. Administers a specialized area, requiring unique training and/or experience within a large office. Interviews and recommends full and part-time office support staff, including College Assistants and CUNY Office Assistants in Level 1. Prepares and compiles complex reports, including simple research and analysis. With approval, makes improvements to department forms. Develops record-keeping systems. Trains office employees and others (as directed) in routine office duties, rules, procedures, etc. and related matters. ___________________________ Levels 1, 2 and 3 are contractual pay steps based on length of employment. Employees are not given additional responsibilities when moving from Level 1 to Level 2 or from Level 2 to Level 3. However, Assignment Level 4 is an assignment level based on duties performed and is discretionary. New York City College of Technology (City Tech) of the City University of New York (CUNY), a comprehensive college in downtown Brooklyn offering 58 associate and baccalaureate degrees, invites applications for a CUNY Office Assistant in the Scheduling Testing Advisement Registration (STAR) Center. This position is in provisional status. Continued employment is contingent upon taking and passing a civil service examination when it is offered by CUNY. The STAR Center is a comprehensive advisement office that welcomes and offers enrollment support to new entering students and incoming transfer students. The STAR Center at City Tech provides academic information and centralized advising services to all undergraduate students, clarifying degree requirements and assisting with academic program planning. Making information available to students to provide a clear understanding of the academic requirements that impact their selection of programs and courses, leading to timely receipt of an associate and/or baccalaureate degree, is one of the STAR Center's primary roles. The CUNY Office Assistant will: + Provide front desk coverage to greet students and visitors to the College; + Provide virtual office coverage to prospects and admitted students + Answer telephone calls; screens incoming calls and forwards/refers calls + Process direct transfer applications + Use Campus Management (Customer Relationship Management tool) to review, schedule, and confirm appointments. + Provide aid and support for workshop planning by preparing packets for distribution, assisting with check-in, disseminating information, etc. + Assist with arrangements for the semi-annual Open House, Accepted Student Day and Transfer Information Session + Provide clerical support for the office. + Perform other related duties as assigned.

Requirements

A four-year high school diploma or its educational equivalent
Two (2) years of experience performing general office work, which may be met by one of the following: A) Two (2) years of satisfactory, full-time experience performing general office work; or B) One (1) year of satisfactory, full-time experience performing general office work and 30 semester credits from an accredited college or university; or C) An associate's degree or 60 college credits from an accredited college or university.
Passage of a qualifying Work Experience Test.
English Language Proficiency . All candidates must be able to speak, read, write, and comprehend the English Language. English proficiency will be evaluated at the time of interview.

Nice To Haves

Receptionist or administrative experience are highly desirable.
Proficiency in MS Office Suite applications (Outlook, Word, Excel) is strongly preferred
Ability to multitask and set priorities.
Strong interpersonal, organizational, and communication skills.
Customer service orientation and the ability to work effectively with faculty, staff, and students.

Responsibilities

Provide front desk coverage to greet students and visitors to the College
Provide virtual office coverage to prospects and admitted students
Answer telephone calls; screens incoming calls and forwards/refers calls
Process direct transfer applications
Use Campus Management (Customer Relationship Management tool) to review, schedule, and confirm appointments.
Provide aid and support for workshop planning by preparing packets for distribution, assisting with check-in, disseminating information, etc.
Assist with arrangements for the semi-annual Open House, Accepted Student Day and Transfer Information Session
Provide clerical support for the office.
Perform other related duties as assigned.

Benefits

CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification.
Employees are also offered pension and Tax-Deferred Savings Plans.
Part-time employees must meet a weekly or semester work hour criteria to be eligible for health benefits.
Health benefits are also extended to retirees who meet the eligibility criteria.

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