General Office Support

• Assist the departmental chair in conducting day-to-day departmental operations
• Perform administrative work of the department under the direction of the departmental Chair and in coordination with other academic and administrative units of the College and the SUNY system.
• Assist the Chair in scheduling appointments, and organizing and conducting Departmental Events, activities and meetings using various office tools
• Answer questions from and provide information to various parties regarding the GBAT department 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.
• Perform routine processing activities, including checking forms for completeness and accuracy.
• Other Administrative tasks as specified by the Chair of the GBAT department
• Ensure confidentiality and integrity of departmental operations, data and information as applicable

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.
• Maintain and process departmental accounts, invoice processing and dealings with Finance/ Accounts Payable

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.
• Record and maintain Minutes of departmental meetings.
• In coordination with dean's office, ensure the maintenance and currency of the departmental and program websites, and the department's shared drives and all required documentation.

Mail and Supply

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

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.
• May package goods for shipment.
• Take periodic physical inventory and maintain perpetual inventory records.
• Keep shelves and stock clean, neat, and in proper place.

Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list

Special Notes: This is a full-time classified appointment. FLSA non-exempt position, that is, eligible for overtime monies. The hiring rate for the position is $34,152 annually, with an outstanding benefits package. For additional information please see the CSEA Benefits Summary.

Internal and external search to occur simultaneously.

Job Type: State Classified
Line #: 00125

SUNY Maritime College is an Equal Opportunity/Veterans/Disabled/Affirmative Action employer, committed to recruiting, supporting and fostering a diverse community of outstanding faculty, staff and students. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. For our full non-discrimination statement, see: http://www.sunymaritime.edu/affirmative-action.

SUNY Maritime College is committed to maintaining a safe environment for its students, faculty, staff, volunteers and the general public that use our facilities. Therefore, in order to ensure the hiring of employees of the highest integrity and to maintain a safe campus community, SUNY Maritime College will conduct pre-employment background investigations on all individuals for whom employment is to be offered.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (718) 409-7305. It can also be viewed online by selecting University Police > Safety Information > Clery Safety Report (Annual Security & File Safety).