Office Assistant 1 (Facilities)

Location: Morrisville, NY Category: Civil Service and Support Staff Posted On: Thu Mar 7 2024 Job Description:

Campus Title: Office Assistant 1

Budget Title : Office Assistant 1

Unit: Facilities

Professional Rank and Salary Range: SG-6; $34,152

Duration: Calendar Year (12-month schedule)

Brief Description of Duties:
SUNY Morrisville is seeking an Office Assistant 1 for our Facilities department, supporting our Maintenance and Operations Center.

Primary Responsibilities include but are not limited to :
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 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 assistance tasks such as scanning documents and verifying accuracy of data from scanned documents.

Job Requirements:
Minimum Qualifications

Comfortable using a computer for various tasks (i.e. Microsoft Office Applications)
When required to operate motor vehicles, candidates must possess a valid New York State driver's license appropriate for the type of vehicle to be operated.

• You must take and pass a Civil Service examination in order to be considered permanent for this position. We are able to hire into this position provisionally (contingent upon) taking and passing the Civil Service Beginning Office Assistant examination when it is released. There are no minimum education or experience requirements for this examination. For informational purposes only, click on the examination number(s) listed below to see the current or previous examination(s) that are used to fill this title.

26-711

Additional Information:
SUNY Morrisville is committed to creating a vibrant community enriched by diverse perspectives, talents and experiences, and prohibits discrimination in employment based on gender, race, ethnicity, nationality, physical capability, age, creed, sexual identity, veteran status, and economic means. We encourage applications from candidates who share this commitment and will contribute to the diversity of our college community, especially members of historically under-represented groups. AA/EEO/ADA

In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" institutions of higher education are required to prepare an annual report containing information on campus security policies and campus statistics. This report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by SUNY Morrisville; and on property within, or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as policies concerning sexual assault, and other matters. You can obtain a printed copy of this report by contacting SUNY Morrisville University Police at (315) 684-6410, Office of Student Rights and Responsibilities at (315) 684-6070, Office of Human Resources at (315) 684-6038 and or by accessing the following web site https://www.morrisville.edu/contact/offices/university-police/clery-act

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov