CUNY Office Assistant; Provisional - Admissions

CUNY Office Assistant (Provisional) - Admissions

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Contract

Title:

CUNY Office Assistant

FLSA:
Non‑exempt

New York City College of Technology (City Tech) of the City University of New York is inviting applications for a CUNY Office Assistant position in the Office of Admissions. This position will be in provisional status. Continued employment is contingent upon taking and passing a civil service examination when it is offered by CUNY.

The mission of the Office of Admissions at City Tech is to recruit, admit, and serve an eligible and diverse student body. Through multiple admission and recruitment strategies, the Office of Admissions works to ensure that eligible students have access to a high‑quality technological and professional education. City Tech prides itself on making a difference in our student’s lives.

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

• 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.

Communications and Customer Service

• Provides information, as directed, to faculty, students, employees, and the general public.
• Responds to routine inquires regarding departmental affairs.
• Answers telephone calls; screens incoming calls, forwards/refers calls, and 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…