JOB DESCRIPTION

SUNY Alfred State College is currently seeking applicants to fill Temporary Office Assistant 1 positions. Excellent customer service, attention to detail, ability to multi-task and organizational skills are required.

HIGHLIGHTS

This position will provide administrative staff support to the assigned department.

Work Schedule

Monday thru Friday, 8:30 am - 4:30 pm

Distinguishing Characteristics

Office Assistants 1 perform entry-level clerical and office support work, including processing transactions and maintaining records in a variety of organizational settings. Any given assignment may encompass a broad or narrow range of activities. Office Assistant 1 is a non-supervisory class found at nearly all State agencies.

Illustrative Duties

OFFICE ASSISTANT 1

General Office Support

Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures. Refer inquiries as necessary.
Operate various communication systems such as telephones and computers; and keep records of such communications.
Operate, and perform basic cleaning and maintenance on, office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
Schedule appointments and meetings using various office tools.
Perform routine processing activities, including checking forms for completeness and accuracy.

Calculations

Maintain basic financial, accounting, and/or statistical records.
Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods.
As needed and as directed, contact various internal and external parties to obtain information.
Prepare, process, review, and record numerical transactions and records. This activity may include: processing bills and vouchers; reviewing or auditing calculations or statistics; or disbursing or receiving items of value such as cash or vouchers, including, for example, such tasks as calculating and collecting fees.

Keyboarding and Document Preparation

Type, proofread, review, and correct correspondence, documents, records, and other written material.
Transcribe handwritten materials.
Make appropriate corrections for format, accuracy, and validity.
Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.
Create graphs, charts, or other visual aids to display data.
May also prepare routine reports or assist others in the preparation of reports, following established guidelines.

Record-Keeping and Filing

Maintain, update, and correct records and files.
Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy.
Establish new files by coding and numbering forms, creating folders, and compiling relevant material.

Stores and Mail

Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods, materials, or stores.
Maintain files, correspondence, documents, records, materials, and stores pursuant to guidelines.
Maintain various listings for mail service purposes.
Process outgoing mail by inserting letters into envelops, sealing envelopes, and applying correct postage.
May operate a motor vehicle to pick up and deliver mail.

Inventory

Receive, unload, unpack, sort, store, count, and distribute goods received, following established procedures.
Advise supervisor upon receipt of damaged goods or incomplete or incorrect shipments.
Issue and may deliver goods from stock according to procedure.
May package goods for shipment.
Take periodic physical inventory and maintain perpetual inventory records.
Keep shelves and stock clean, neat, and in proper place.

Data Entry and Verification

Enter data and information into and retrieve data and information from computerized systems.
Verify data previously transcribed or entered to detect errors.
Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents

Office Assistant 1 & 2 (Keyboarding)

Incumbents in these positions spend most of their work time performing keyboarding, data entry, chart compilation or arrangement, or various tasks involving -6- typing into computerized systems, as described primarily in the "Keyboarding and Document Preparation" section of the illustrative duties listed above. Within this parenthetic, the second level is primarily distinguished by supervision of staff involved in keyboarding activities, and/or by the performance of the more complicated office support activities.

Minimum Qualifications

Excellent customer service, attention to detail, ability to multi-task and organizational skills are required.

This temporary appointment is expected to be for approximately three months.

All applicants are subject to a pre-employment background investigation.

Pursuant to University policy, Alfred State College is committed to ensuring equal employment, education opportunity, and equal access to services, programs, and activities without regard to an individual's race, color, national origin, sex, religion, age, disability, gender characteristics, marital status, veteran status, military status, domestic violence victim status, or ex-offender status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely based upon a protected characteristic.

Public Notice/ Non-discrimination Notice

Alfred State College does not discriminate based on race, color, national origin, sex, disability, age, Veteran status, sexual orientation, genetic information, et cetera in its programs and activities.

The following person has have been designated to handle inquiries regarding the non-discrimination policies:

Angela Koskoff
Interim Chief Diversity Officer
Alfred State College
10 Upper College Drive
Alfred, NY 14802
koskofam@alfredstate.edu
Phone 607-587-4026

All applicants are subject to a criminal, employment, and educational background check.

This report is available on the college's website at: http://www.alfredstate.edu/university-police/annual-security-and-fire-safety-report

If you would like to receive the combined Annual Security and Fire Safety Report which contains this information, you can stop in and request one at the University Police Department, located in the TG House on Lower College Drive. You can also request a copy by calling the University Police at 607-587-3999.