Office Assistant II (Dept) - PreK

Syracuse City School District•Syracuse, NY

12d

About The Position

The Office Assistant II performs complex clerical operations and administrative support tasks for an administrative officer or program manager. The role involves substantial use of a personal computer alongside routine administrative work that helps ensure efficient office workflow. Incumbents work under general supervision, receiving detailed instructions when policies have not yet been determined. This position serves as lead clerical support in an office and includes duties related to reviewing and supervising clerical work.

Requirements

For the promotional qualification, have two years of permanent competitive-class status as an Office Assistant I, or three years of permanent competitive-class status as a Typist I or Typist I (Spanish Speaking).
For open competitive qualification A, have an associate degree or higher from a regionally accredited college or university, or one accredited by the New York State Board of Regents to grant degrees, and two years of full-time paid experience or its part-time equivalent operating a computer for word-processing, database, or spreadsheet applications.
For open competitive qualification B, have a high school diploma or high school equivalency diploma and three years of full-time paid experience or its part-time equivalent operating a computer for word-processing, database, or spreadsheet applications.
Have good knowledge of general office terminology, procedures, equipment, and clerical techniques; administrative and office procedures and systems; and grammatical usage, punctuation, and spelling.
Have knowledge of customer-service principles and practices.
Have skill using email, word-processing, and spreadsheet software.
Be able to communicate effectively orally and in writing, understand and carry out complex instructions, and communicate clearly and courteously in person or by telephone.
Be able to make minor decisions under applicable laws and regulations and apply them to work problems.
Be able to assign, supervise, and review the work of a small clerical group and establish effective working relationships with coworkers, superiors, and the public.
Be able to make accurate arithmetic computations and tabulations and use an alphanumeric keyboard accurately and within required time frames.

Responsibilities

Enter and retrieve information using computer software, including word-processing, database, and spreadsheet applications.
Prepare letters, memoranda, forms, reports, presentations, and other printed materials.
Answer and transfer telephone calls, take messages, greet visitors, respond to inquiries, and direct people to appropriate staff.
Create, maintain, and update databases and paper or electronic filing systems and records.
Operate office equipment, such as fax machines, copiers, and phone systems, and arrange repairs when needed.
Operate email systems and coordinate the flow of information within the office and with other organizations.
Schedule and confirm appointments; maintain calendars; and arrange conference, meeting, or travel reservations.
Compose, type, and distribute meeting notes, routine correspondence, and reports; complete forms; and route incoming mail and materials.
Review work for spelling, grammar, and compliance with formatting policies, and recommend revisions.
Make copies and prepare conference or event materials, such as flyers and invitations.
Train and assist staff with computer usage; establish work procedures and schedules; track clerical staff work; and supervise, assign, and review the work of clerical staff.
Order and dispense supplies.
Perform timekeeping functions and provide information to support payroll processing.
Collect and deposit money, disburse funds to pay bills or invoices, maintain collection and disbursement records, and balance accounts.
Coordinate conferences, meetings, and special events.