Office Assistant 2 - Alfred State College

The Student Records and Financial Services department is seeking an experienced Office Assistant 2 to join their team.

Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.

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.

Office Assistants 2 either supervise two or more Office Assistants 1 or other lower-level staff; and/or directly perform the more difficult or complicated clerical processing and office support work for which substantive knowledge of the program area is required.

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 using known and standard formulas and methods (primarily using computers and calculators).
• 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 items of value such as cash or vouchers.

Keyboarding and Document Preparation

• Type, proofread, review, and correct correspondence, documents, records, and other written material.
• 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 and/or forms.
• Review applications, claims, and other documents for completeness, content, and accuracy.
• Establish new files by coding and numbering forms, creating folders, and compiling relevant material.

Data Entry and Verification

• Enter data into and retrieve 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.

Inventory

• Receive, unload, unpack, sort, store, count, and distribute goods received by the office, 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.

MINIMUM QUALIFICATIONS

Promotion: one year as an Office Assistant 1; or one year of permanent service in a clerical or keyboarding title allocated to Grade 6 or higher.

NY HELPS Qualifications: One year of clerical experience required.

The Office Assistant 2 position is a New York State Civil Service position. This appointment qualifies under the Hiring for Emergency Limited Placement Statewide (NY HELPS) Program.

The NY HELPS Program was established to support New York State agencies in filling critical civil service positions more efficiently. Under this program, qualified candidates may be appointed without first taking a Civil Service exam. Employees hired through NY HELPS will be considered provisional until the position is made permanent. When the program transitions, employees in good standing will have the opportunity to be converted to permanent, competitive status without further examination.

The hiring rate for this position is $42,641

Employees are also offered EXCEPTIONAL BENEFITS! We offer extensive healthcare and retirement options, including the opportunity for a pension. Furthermore, we prioritize a harmonious integration of work, personal life, and academic endeavors to support your overall work-life balance and effectiveness.

Benefits options include:

Health Insurance:

• Cost effective health insurance premiums with 73% to 88% covered by the employer.
• PPO or HMO option for personalized healthcare solutions.
• Exceptional fertility benefits available.
• Accumulated sick leave can cover a health insurance premium in retirement.

Dental and Vision:

• No cost dental and vision benefits for employees and eligible dependents.

Educational Support:

• Tuition benefits to invest in your continuous learning and professional development.

Paid Time Off:

• New employees are eligible for up to an impressive 22 vacation, 5 personal and 13 paid sick days per year, increasing with years of service.
• Up to 13 paid holidays annually
• Paid parental leave

Retirement Plans:

• Various retirement options, including a defined benefits (pension) plan. With the pension, retired employees receive a defined monthly income for the rest of their life.
• Additional pre- and post- tax voluntary retirement savings options are available.

Our comprehensive compensation and benefits package are designed to exceed your expectations, affirming our dedication to your overall well-being and professional growth.

Non-Discrimination Notice

Alfred State College hereby advises students, parents, employees, and the general public that it offers employment and educational opportunities, including career and technical educational opportunities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, gender expression, sexual orientation, familial status, marital status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants, or other members of the college community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

Alfred State policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.

Grievance procedures are available to interested persons by contacting either of the compliance officers/coordinators listed below. Inquiries regarding the application of Title IX and other laws, regulations, and policies prohibiting discrimination may be directed to:

Angela Koskoff
Chief Diversity Officer
Alfred State College
10 Upper College Drive
Alfred, NY 14802
cdo@alfredstate.edu
Phone 607-587-4025

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 or request a copy by calling the University Police at 607-587-3999. This report is available on the college's website at: http://www.alfredstate.edu/university-police/annual-security-and-fire-safety-report