Provisional, CUNY Office Assistant, Level 1 - Public Safety & Security

General Duties

Duties Assignment Level 1, 2 and 3 - Under supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. Typical duties are outlined below:

• Documentation and Information Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment.
• Proofreads typed material for accuracy, correcting errors as necessary.
• Uses commercial office software packages in typing, data entry, filing, updating files, and preparing various reports.
• Collections information or data from various sources; files and retrieves books, documents and/or data as needed. Updates existing files.
• Creates filing systems.
• Maintains departmental records; keeps separate confidential records when instructed.
• Retrieves and formats computerized data.
• With proper training, may take dictation and transcribe notes (written or recorded).
• Prepares and proposes various forms, e.g., financial aid applications, personnel papers and other college forms.

Communications and Customer Service

Provides information, as directed, to faculty, students, employees, and the general public.

• Responds to routine inquires regarding departmental affairs.
• Answers telephone calls; screens incoming calls and forwards/refers calls; assists in maintaining up-to-date mailing and telephone directories.
• Provides receptionist services; sets up appointments; keeps calendars; refers students, faculty, other CUNY employees and general public to proper areas or persons.
• Furnishes information on the department’s rules and regulations, when authorized.
• Aids in arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units, etc.).

Transaction Processing

• Prepares routine reports, including drafts, using information received from various sources.
• Receives and processes financial transactions following prescribed procedures (e.g., tuition payments, library fines).
• Processes purchase orders and supply orders; verifies deliveries.
• Verifies inventory and supplies reports on request.
• Completes Time & Leave calculations and keeps up-to-date records.
• Aids in specialized office functions, e.g., fingerprinting, I-9, reference and background checking, unemployment insurance.
• Calculates payroll figures; verifies amounts on financial forms; prepares deposit records; refunds authorizations, and similar documents; keeps related records.
• Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records.
• Receives mail for the unit/department/college and distributes it among the proper persons; may sort mail per instructions.
• Prepare the department/unit/college mailings within or outside CUNY, arranging special mail services when authorized.
• Duplicates, collates and distributes materials. Coordinates the work of others to produce and distribute materials; confers with printing department and mailroom personnel as needed.
• Aids in preparing and distributing materials such as recruitment documents.
• Aids in registration activities within the department or as assigned; when authorized, processes drop/add and over tally requests for course registration.

Other Duties

• Performs routine upkeep of office machines, e.g., photocopier, typewriter, computer terminals, printers, fax machines.
• May serve on committees when authorized.

Assignment Level 4

• Under supervision, performs moderately complex office or secretarial work in various units of CUNY.
• Initiates administrative procedures on behalf of the department.
• Administers a specialized area, requiring unique training and/or experience within a large office.
• Interviews and recommends full and part-time office support staff, including College Assistants and CUNY Office Assistants in Level 1.
• Prepares and compiles complex reports, including simple research and analysis.
• May make improvements to department forms.
• Develops record-keeping systems.
• Trains office employees and others (as directed) in routine office duties, rules, procedures, etc. and related matters.

Contract Title

CUNY Office Assistant

FLSA

Non-exempt

Campus Specific Information

Hunter College, one of 25 schools of The City University of New York (CUNY) located in the heart of bustling Manhattan, is the largest college in CUNY system. Founded in 1870, it is also one of the oldest public colleges in the country. Currently, approximately 22,900 students attend Hunter, pursuing both undergraduate and graduate degrees in more than 170 different programs of study. The college offers, in addition to the myriad academic offerings in its prestigious School of Arts and Sciences, a wide breadth of programs within its preeminent Schools of Education, Nursing, Social Work, and Health Professions. Students can enroll in several CUNY doctoral programs based at Hunter, as well as participate in a number of accelerated and advanced certificate programs. Hunter is also the home of world-renowned research centers, including the Center for Study of Gene Structure and Function and the Center for Puerto Rican Studies (CENTRO), located at the Silberman School of Social Work. The main campus is located at 695 Park Avenue, in Manhattan, a borough of New York City with a population of approximately 1.6 million. The campus is situated on a 4-acre site and comprised of five buildings located on or contiguous to the main campus. In July 2011, Hunter opened the Silberman School of Social Work at 2180 3rd Avenue, Manhattan. Hunter Campus Schools is located at 71 East 94th Street. The Brookdale Campus, 425 East 25th Street, contains a 650-bed residence hall. Hunter also operates a 160-bed residence hall 334 East 79th Street and leases a floor at 569 Lexington Avenue via Found Study. Roosevelt House, Hunter’s Public Policy Institute is located at 47-49 East 65th Street in Manhattan. Hunter moved its Master of Fine Arts program to 205 Hudson Street, in the Tribeca area downtown. Parliamo Italiano/Casa Lally is located on East 65th Street. The college enrolls approximately 22,900-degree program students who attend day and evening classes. In addition, the college, through the Office of Continuing Education, serves 1,035 multi-cultural individuals during the academic year. The college employs approximately 1,681 full-time faculty/staff and 2,079 part-time/adjunct staff members.

Minimum Qualifications

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

Compensation Level

• New Hire: $36,700.00
• Incumbent: $41,472.00

Benefits

• CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification.
• Employees are also offered pension and Tax-Deferred Savings Plans.
• Part-time employees must meet a weekly or semester work hour criteria to be eligible for health benefits.
• Health benefits are also extended to retirees who meet the eligibility criteria.

How To Apply

• Applications must be submitted online by accessing the CUNY portal on city university of New York job website www.cuny.edu/employment or https://cuny.jobs/ and following the CUNYFirst job system instructions.
• To search for this vacancy, click on search job listings, select more options to search for CUNY jobs and enter the Job Opening ID number 31921 . Click on the "Apply Now" button.