Office Assistant ; NY HELPS

Job Description - Office Assistant 1 (NY HELPS) (2600718)

Required

Qualification:

Per Civil Service Standards and Specifications. Must have taken and passed the specific job‑related Civil Service Exam and be reachable on the appropriate Civil Service List. 70.1 Transfers are encouraged to apply. 70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year. Transfers must be within two salary grades.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). There are no minimum education or experience requirements for this title.

Preferred

Qualification:

Ability to work in a fast‑paced, high volume environment and respond expeditiously to emergency situations. Dispatch experience preferred. Proficient in Microsoft Word, Excel and Google Drive applications. Strong customer service and telephone communication skills.

• The Office Assistant 1 will be responsible for receiving all incoming calls to the Residential Operations Emergency dispatch center.
• Log call details and relay to appropriate personnel.
• Use work order system (INFOR), Microsoft Excel and Google Drive to assist with tracking work order status.
• Interpret information from caller, take detailed message including name of caller, phone number, location and nature of emergency.
• Relay information immediately via cell phone to appropriate shop personnel ensuring that communication has been received.
• Enter data from service calls promptly into computer Maintenance and Management System (INFOR) as calls are received to generate a work order.
• Track and input all necessary data into INFOR as work orders are completed. Scan/file work orders accordingly for record keeping.
• Prepare routine reports on a weekly basis or as requested for department Director(s), Managers and Supervisors.
• Assist with setting up spreadsheets using Google Sheets and/or Microsoft Excel to track and report on possible trends in work order database.
• Liaise with Quad Office staff regarding emergency shutdowns and other important information, as requested by supervisor.
• Perform other duties or projects as assigned, appropriate to rank and departmental mission.

This is a full‑time position, 37.5 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Mandatory rehire roster candidates have preference. SG 6 Hiring Rate $36,232. This position includes location pay of $4,000 per year.

The selected candidate must successfully clear a background investigation.

Resume/CV and cover letter should be included with the online application.

For this position, we are unable to sponsor candidates for work visas.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Essential Position:
This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

For the duration of the NY HELPS Program, this title may be filled via a non‑competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non‑competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability‑related accommodation, please call the university, The Office of Equity and Access (OEA) at  or visit OEA.

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2600718

Office Assistant 1

Civil Service Positions

Department/Hiring Area:
Operations Administration

Full-time

Day Shift

Shift

Hours:

Monday - Friday, 8:00 a.m.

- 4:30 p.m.