Alfred State seeks applicants for a current Office Assistant 2 (Keyboarding) vacancy in the Student Records & Financial Services Department as well as vacancies in this title in any other department filled before November 13, 2018. The successful candidate will be hired on a temporary basis until s/he takes a New York State Civil Service Exam and scores high enough to be reachable on the list of eligibles, after which time s/he may be appointed on a permanent basis.
In order to be considered for this position, applicants must currently be or have been in the past a qualified employee of New York State and have had one year of permanent competitive or 55-b/55-c service as an Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), Office Assistant 1, Office Assistant 1 (Chinese Language), Office Assistant 1 (Spanish Language), Law Department Document Specialist Trainee 1 or Trainee 2, Office Assistant 1 (Keyboarding), Office Assistant 1 Keyboarding (Chinese Language), or Office Assistant 1 Keyboarding (Spanish Language). Excellent customer service, strong time management, ability to multi-task and organizational skills required.
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.
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.
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.
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.
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.
May operate a motor vehicle to pick up and deliver mail.
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.
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.
Office Assistant 2
Office Assistants 2 may perform any of the duties of Office Assistants 1, and typically supervise two or more lower-level staff. Non-supervisory positions perform complicated clerical and office support activities that require substantive knowledge of the program and/or of the programs governing laws, rules, or regulations.
Such laws, rules, or regulations may be subject to frequent change. Incumbents typically handle sensitive applications, requests, or inquiries in which management or executive staff may be contacted or interested. They process applications or requests that do not meet normal parameters and may require additional research and consultation with higher level staff. They also perform activities that may require coordination with internal or external parties.
Office Assistants 2 who are classified based on supervision perform oversight activities to ensure that subordinate staff has appropriate resources, is properly trained, and performs high quality work that meets all applicable standards. Incumbents perform the following tasks:
Plan work and determine how it will be performed.
Assign work to staff and assure necessary coverage for assignments and office.
Provide subordinates with specific instructions concerning the preparation of documents, processing of materials, and maintenance of records.
Provide subordinates with standard formats for the preparation of documents and reports using available software packages.
Provide training in the use of automated and manual information and word processing systems and equipment, and office and agency procedures.
Evaluate quality, and quantity, and timeliness of work.
Evaluate performance of staff and prepare performance evaluations.
Schedule work hours and time off.
In order to be considered for this position, applicants must be a qualified employee of New York State and have had one year of permanent competitive or 55-b/55-c service as an Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), Office Assistant 1, Office Assistant 1 (Chinese Language), Office Assistant 1 (Spanish Language), Law Department Document Specialist Trainee 1 or Trainee 2, Office Assistant 1 (Keyboarding), Office Assistant 1 Keyboarding (Chinese Language), or Office Assistant 1 Keyboarding (Spanish Language). Excellent customer service, strong time management, ability to multi-task and organizational skills required.
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.
All applicants are subject to drug and criminal background checks.
Applicants interested in positions may access the Annual Security and Fire Safety Report for the College at http://www.alfredstate.edu/student-services/annual-security-and-fire-safety-report. Crime statistics are reported in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. Applicants may request a hard copy of the report by contacting the SUNY Alfred State College University Police Department at 607-587-3999.
Previous New York State Employment must be listed on application
Alfred State College