Job Listings

Position: CUNY Office Assistant, Level 1 (Provisional)

Internal Posting

PVN #: IS-02-08

Closing Date: Open until filled

Department: Various

 

Description

Under Supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. Typical duties are outlined below.

Responsibilities:

Assignment Level 1 General Work Tasks

Documentation and Information

• Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment.
• Proofreads typed material for accuracy, correcting errors as necessary.
• Uses commercial office software packages in typing, data entry, filing, updating files, and preparing various reports.
• Collects information or data from various sources; files and retrieves books, documents and/or data as needed. Updates existing files.
• Creates filing systems.
• Maintains departmental records; keeps separate confidential records when instructed.
• Retrieves and formats computerized data.
• With proper training, may take dictation and transcribe notes (written or recorded).
• Prepares and proposes various forms, e.g., financial aid applications, personnel papers and other college forms

Communication and Customer Service

• Provides information, as directed, to faculty, students, employees, and the general public.
• Responds to routine inquiries regarding departmental affairs.
• Answers telephone calls; screens incoming calls and forwards/refers calls; assists in maintaining up-to-date mailing and telephone directories.
• Provides receptionist services; sets up appointments; keeps calendars; refers students, faculty, other CUNY employees and general public to proper areas or persons.
• Furnishes information on the department’s rules and regulations, when authorized.
• Assists with arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units, etc.)
• Interviews and supervises College Assistants, College Work Study Students, Student Aides, Summer Interns, Volunteers, etc.
• Assists in training new employees in various office duties/use of office machines.
• Communicates with other academic or administrative departments or outside agencies to expedite the processing of work.

Transaction Processing

• Prepares routine reports, including drafts, using information received from various sources.
• Receives and processes financial transactions following prescribed procedures (e.g., tuition payments, library fines).
• Processes purchase orders and supply orders; verifies deliveries.
• Verifies inventory and supplies reports on request.
• Completes Time & Leave calculations and keeps up-to-date records.
• Assists supervisors in specialized office functions, e.g., fingerprinting, I-9, reference and background checking, unemployment insurance.
• Calculates payroll figures; verifies amounts on financial forms; prepares deposit records; refunds authorizations, and similar documents; keeps related records.
• Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records.
• Receives mail for the unit/department/college and distributes it among the proper persons; may sort mail per instructions.
• Prepare the department/unit/college mailings within or outside CUNY, arranging special mail services when authorized.
• Duplicates, collates and distributes materials. Coordinates the work of others to produce and distribute materials; confers with printing department and mailroom personnel as needed.
• Assists in preparing and distributing materials such as recruitment documents.
• Assists in registration activities with the department or as assigned; when authorized, processes drop/add and over tally requests for course registration.

Other

• Performs routine upkeep of office machines, e.g., photocopier, typewriter, computer terminals, printers, fax machines.

Qualifications:

• Proof of meeting requirements 1-4 is needed before the close of a Civil Service Examination filing period. You may be asked to provide proof of meeting these requirements at any time between your application and the close of the filing period.

  1.Completion of two (2) years of full-time equivalent experience which may be met by one of the following;

  • Two years of employment in general office work

  • One year of employment in general office work plus 30 college credits from an accredited institution of higher education (equivalent of one year or experience)

  • 60 college credits from an accredited institution of higher education (equivalent of two years of experience)

  • CUNY consider full-time work to be at least 35 hours weekly. Part-time experience of at least 20 hours per week may be prorated and credited instead of, but not in addition to, full-time experience during the same period. Part-time experience of less than 20 hours per week will NOT be credited at all.

  2.High School Diploma or GED

  3.Passage of a qualifying Work Experience Test.

  4.English language proficiency. Candidates must speak, read, write, and understand English well enough to meet minimally acceptable performance standards set for

  job tasks. English proficiency will be evaluated at the time of interview.

  Candidates who meet the above requirements must also meet requirements 5-7 after the close of the filing period.

  5.Candidates must take and pass a job-related Civil Service Examination that measures critical competencies for the position.

  6.Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history.

  7.Additionally, candidates may be asked to demonstrate technical competence in using job-related software (e.g., word processing or other).

Salary Range:

New hires $23,945*

Current CUNY Employees $27,058

* This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.

PLEASE SEND RESUME, COVER LETTER, AND THE NAMES, ADDRESSES AND PHONE NUMBERS OF THREE (3) PROFESSIONAL REFERENCES TO:

CUNY Office Assistant Position
Office of Human Resources

CUNY Graduate School and University Center
365 Fifth Avenue
New York, NY 10016
FAX: (212) 817-1639

 

An Equal Opportunity/Affirmative Action/IRCA/Americans with Disabilities Act Employer.

The Graduate Center complies with the Clery Act and copies of its annual report on security policies and statistics are available in its Security Office.