What are the responsibilities and job description for the Office Assistant 1 (NY HELPS) position at Stony Brook University?
Required Qualification: 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.
Preferred Qualification: 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.
Brief Description of Duties: 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.
The selected candidate must successfully clear a background investigation.
Resume/CV and cover letter should be included with the online application.
For this position, we are unable to sponsor candidates for work visas.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.
Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective June 12, 2025 or later will be addressed with a subsequent cover-in.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
Visit our WHY WORK HERE page to learn about the total rewards we offer.
Job Field
Civil Service Positions
Primary Location
US-NY-Stony Brook
Department/Hiring Area
Operations Administration
Schedule
Full-time
Posting Start Date
May 8, 2026
Posting End Date
May 22, 2026, 10:59:00 PM
Salary
Hiring Rate $36,232 per year
Appointment Type
Permanent
Salary Grade
SG6
Preferred Qualification: 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.
Brief Description of Duties: 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.
The selected candidate must successfully clear a background investigation.
Resume/CV and cover letter should be included with the online application.
For this position, we are unable to sponsor candidates for work visas.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.
- For the duration of the NY HELPS Program, this title may be 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 a future date, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.
Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective June 12, 2025 or later will be addressed with a subsequent cover-in.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
Visit our WHY WORK HERE page to learn about the total rewards we offer.
Job Field
Civil Service Positions
Primary Location
US-NY-Stony Brook
Department/Hiring Area
Operations Administration
Schedule
Full-time
Posting Start Date
May 8, 2026
Posting End Date
May 22, 2026, 10:59:00 PM
Salary
Hiring Rate $36,232 per year
Appointment Type
Permanent
Salary Grade
SG6
Salary : $4,000