Office Assistant 1

Brief Description of Duties: Perform entry-level clerical and office support work, including processing transactions and maintaining records in a variety of organizational settings with duties to include the following:

• 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.
• Calculations
  • Maintain basic financial, accounting, and/or statistical records.
  • Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods.
  • 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 or receiving items of value such as cash or vouchers, including, for example, such tasks as calculating and collecting fees.
• Keyboarding and Document Preparation
  • Type, proofread, review, and correct correspondence, documents, records, and other written material.
  • Transcribe hand-written materials.
  • 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, forms, applications, claims, and other documents for completeness, content, and accuracy.
  • Establish new files by coding and numbering forms, creating folders, and compiling relevant material.
• Stores and Mail
  • Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods, materials, or stores.
  • Maintain files, correspondence, documents, records, materials, and stores 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.
• Inventory
  • Receive, unload, unpack, sort, store, count, and distribute goods received, 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 the proper place.
• Data Entry and Verification
  • Enter data and information into and retrieve data and information from computerized systems.
  • Verify data previously transcribed or entered to detect errors.
  • Perform various clerical or office assistant tasks such as scanning documents, and verifying accuracy of data from scanned documents.
• Other duties as assigned as appropriate to rank and school mission.

Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:30 a.m. to 5:00 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.

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

The selected candidate must successfully clear a background investigation.

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

Patient Contact: Prior to start date, the selected candidate must meet the following requirements: Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook University's Employee Health Services (The hiring department will be responsible for any fee incurred for examination), clear a background investigation, submit (3) written reference, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

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 (631) 632-6280 or visit.

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