Job Description :

Campus Title : Office Assistant I (NY HELPS)

State Title : Office Assistant I (NY HELPS)

Department : Facilities

Bargaining Unit : CSEA-ASU; view our state benefits here!

Professional Rank and Salary Range : SG-6; $35,177

Duration : Calendar year (12-month schedule)

Brief Description of Duties :

SUNY Morrisville is seeking an Office Assistant 1 for our Facilities department, supporting our Maintenance and Operations Center.

Important Notice for those appointed under NY HELPS :

• This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
• For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination.

Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State.

While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Primary Responsibilities include but are not limited to :

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

• 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 hand-written 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.

Requirements :

Non-competitive Minimum Qualifications (NY HELPS appointed) :

There are no minimum education or experience requirements for this title.

Competitive Minimum Qualifications (non-NY HELPS appointed) :

There are no minimum education or experience requirements for this title.

Preferred Qualifications :

• Comfortable using a computer for various tasks (i.e. Microsoft Office Applications)
• When required to operate motor vehicles, candidates must possess a valid New York State driver's license appropriate for the type of vehicle to be operated.

Last updated : 2024-04-06