Office Assistant 1 (General) - Full Time Day Shift (8:30 AM-5:00 PM)

Performs office support and clerical work to meet the requirements of agency programs, including data entry, math or calculations, mail, supply, and inventory functions, keyboarding, document preparation, answering telephones, completing forms, assisting customers, and preparing reports, charts, graphs, and tables. Work is accomplished in accordance with applicable procedures, rules, regulations, and laws.

Responsibilities

• 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; 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 using known and standard formulas and methods (primarily using computers and calculators).
  • As needed and as directed, contact various internal and external parties to obtain information.
  • Prepare, process, review, and record numerical transactions and records, including processing bills and vouchers, reviewing or auditing calculations or statistics, or disbursing items of value such as cash or vouchers.
• Keyboarding and Document Preparation
  • Type, proofread, review, and correct correspondence, documents, records, and other written material.
  • 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 and/or forms. Review applications, claims, and other documents for completeness, content, and accuracy.
  • Establish new files by coding and numbering forms, creating folders, and compiling relevant material.
• Mail and Supply
  • Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication.
  • Maintain files, correspondence, documents, and materials, pursuant to guidelines.
  • Maintain various listings for mail service purposes.
  • Process outgoing mail by inserting letters into envelopes, sealing envelopes, and applying correct postage.
  • May operate a motor vehicle to pick up and deliver mail.
• Data Entry and Verification
  • Enter data into and retrieve 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.
• Inventory
  • Receive, unload, unpack, sort, store, count, and distribute goods received by the office, 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.

Requirements

• Must have taken and passed the specific job-related Civil Service exam and be reachable on the appropriate Civil Service list.
• This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Resume/CV should be included with the online application.

Special Notes

• This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date.
• Candidates are advised that for full consideration, applications must be received before the initial review date (within two weeks of the posting date). If no candidate is selected within the initial review, additional applications will be considered, but the posting will close once a finalist is identified, and at minimum, two weeks after the initial posting date.
• If no candidate is identified and hired within 90 days from initial posting, the posting will close for review and may be reposted at a later date.

Pre-Employment Requirements

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services.
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4-panel drug screen.
• Meet regulatory requirements for pre-employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. The hiring department will be responsible for any fee incurred for examination.

Benefits

• Generous leave policies.
• Comprehensive health plans.
• State pension plan.
• Annual supplemental pay for full-time positions ($4,000 for UUP, CSEA, and PEF roles).

Pay

The salary range for this position is $36,232 per year. The specific salary offer will be based on the candidate’s validated years of comparable experience. The anticipated hiring range is $40,232 per year.

Schedule

Full-time. This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. The role may be designated as "essential," requiring employees to remain at their work location or report to work during institutional emergencies to protect, recover, and continue operations.