Office Assistant 1 (NY HELPS)

Stony Brook University • Stony Brook, NY

11d • Onsite

About The Position

The Office Assistant 1 will be responsible for receiving all incoming calls to the Residential Operations Emergency dispatch center. Candidate should have the ability to log call details and relay to appropriate personnel. Candidate must have ability to use work order system (INFOR), Microsoft Excel and Google Drive in order to assist with tracking work order status.
Receive all incoming calls to Residential Operations Emergency dispatch center, interpret information from caller, take detailed message including name of caller, phone number, location and nature of emergency. Information is then relayed immediately via cell phone to appropriate shop personnel ensuring that communication has been received.
Enter data from service calls promptly into computer Maintenance and Management System (INFOR) as calls are received to generate a work order. Track and input all necessary data into INFOR as work orders are completed. Scan/file work orders accordingly for record keeping.
Prepare routine reports on a weekly basis or on an as requested basis for department Director(s), Managers and Supervisors.
Assist with setting up spreadsheets using Google Sheets and/or Microsoft Excel which are used to track and report on possible trends in work order database.
Liaise with Quad Office staff regarding emergency shutdowns and other important information, based on supervisor request.
Other duties or projects as assigned as appropriate to rank and departmental mission.

Requirements

• Per Civil Service Standards and SpecificationS.
• Must have taken and passed the specific job-related Civil Service Exam and be reachable on the appropriate Civil Service List.
• 70.1 Transfers are encouraged to apply.
• 70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year.
• Transfers must be within two salary grades.
• This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
• There are no minimum education or experience requirements for this title.

Nice To Haves

• Ability to work in a fast-paced, high volume environment and respond expeditiously to emergency situations.
• Dispatch experience preferred.
• Proficient in Microsoft Word, Excel and Google Drive applications.
• Strong customer service and telephone communication skills.

Responsibilities

• Receive all incoming calls to Residential Operations Emergency dispatch center, interpret information from caller, take detailed message including name of caller, phone number, location and nature of emergency. Information is then relayed immediately via cell phone to appropriate shop personnel ensuring that communication has been received.
• Enter data from service calls promptly into computer Maintenance and Management System (INFOR) as calls are received to generate a work order. Track and input all necessary data into INFOR as work orders are completed. Scan/file work orders accordingly for record keeping.
• Prepare routine reports on a weekly basis or on an as requested basis for department Director(s), Managers and Supervisors.
• Assist with setting up spreadsheets using Google Sheets and/or Microsoft Excel which are used to track and report on possible trends in work order database.
• Liaise with Quad Office staff regarding emergency shutdowns and other important information, based on supervisor request.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed