CUNY Office Assistant - level I- Provisional English Department

Overview

Assignment Levels 1–3:
Under supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. Assignment Level 4:
Under supervision, performs moderately complex office or secretarial work in various units of CUNY. Assignment Level 4 duties require more complexity or expertise and discretionary considerations.

• Documentation and Information:
  Type and print materials such as letters, memoranda, forms, purchase orders and vouchers using typewriter/word processor/personal computers and peripheral equipment; proofread for accuracy; use commercial office software for typing, data entry, filing, updating files, and preparing reports; collect information from various sources, file/retrieve data, create filing systems, maintain departmental records (including confidential records when instructed), retrieve/format computerized data; with proper training, take dictation and transcribe notes;
  
  prepare and propose forms (e.g., financial aid applications, personnel papers).
• Communications and Customer Service:
  Provide information to faculty, students, employees, and the general public; respond to routine inquiries; answer and screen telephone calls; maintain mailing and telephone directories; provide receptionist services; set up appointments and calendars; direct individuals to appropriate areas; provide information on department rules/regulations when authorized; assist with arrangements for special events; interview/supervise College Assistants, College Work Study Students, Student Aides, Summer Interns, Volunteers, etc.;
  
  assist in training new employees; communicate with other departments or outside agencies to expedite work.
• Transaction Processing:
  Prepare routine reports; receive and process financial transactions (e.g., tuition payments, library fines); process purchase and supply orders; verify deliveries; maintain inventory reports; complete Time & Leave calculations; assist supervisors in specialized office functions (fingerprinting, I-9, reference/background checks, unemployment insurance); perform payroll-related calculations and related recordkeeping; handle petty cash purchases/disbursements; receive and distribute mail; prepare department mailings; duplicate/collate/distribute materials; coordinate with printing/mailroom;
  
  assist in recruitment materials and department registration activities (including drop/add and over tally requests).
• Other:
  Perform routine upkeep of office machines; serve on committees when authorized.

• 1–3: see above duties;
  Levels 1–3 are contractual pay steps based on length of employment. Moving between Levels 1, 2, and 3 does not add responsibilities. Assignment Level 4 is discretionary and based on duties performed and level of expertise.
• Assignment Level 4:
  May serve as secretary to an executive or small group; organize/supervise workload of a moderately complex office; initiate administrative procedures; administer a specialized area; interview/recommend staff; prepare/compile complex reports; improve/develop department forms; develop record-keeping systems; train staff in routine duties and procedures.

Contract/Campus information: Levels 1, 2 and 3 are contractual pay steps based on length of employment. Assignment Level 4 is discretionary.

Minimum Qualifications

• Four-year high school diploma or educational equivalent.
• Two (2) years of experience performing general office work, which may be met by:
• Two (2) years of satisfactory, full-time experience; or
• One (1) year of satisfactory, full-time experience plus 30 semester credits from an accredited college or university; or
• An associate’s degree or 60 college credits from an accredited college or university.
• Passage of a qualifying Work Experience Test.
• English Language Proficiency: ability to speak, read, write, and comprehend English. Proficiency will be evaluated at interview.

The college requires full-time experience to be 35 hours per week; part-time experience is prorated as described in the posting. The high school diploma/equivalency must be approved by an appropriate accrediting body.