EOC Office Assistant Level 1; Positions - Brooklyn Educational Center

EOC Office Assistant Level 1 (Multiple Positions) - Brooklyn Educational Opportunity Center

** GENERAL DUTIES*
* - Performs clerical and daily office operations within various academic and administrative departments of a diverse University environment within an Educational Opportunity Center (EOC).

- Provides quality services in a respectful, courteous and professional manner.  In the University's multicultural environment, incumbents provide consistent assistance to everyone.

- There are two general Assignment Levels for this position.  Within these, there are five distinct pay levels:

- Assignment Level 1:
Pay Levels 1, 2, 3, and 3a

- Assignment Level 2:
Pay Level 4.

- All personnel perform related work.  This specification describes typical assignments; related duties may be assigned as needed.

ASSIGNMENT LEVEL 1

PAY LEVELS 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.

- Collects 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.

- Assists with arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units, etc.)

- Interviews and supervises EOC Assistants, Work Study Students, Student Aides, Summer Interns, Volunteers, etc.

- Assists in training new employees in various office duties/use of office machines.

- Communicates with other academic or administrative departments or outside agencies to expedite the processing of work.

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.

- Assists supervisors 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…