CUNY Office Assistant; Provisional - Admissions

CUNY Office Assistant (Provisional) - Admissions

GENERAL 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.

* 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 College Assistants, College 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 distribute materials; confers with printing department and mailroom personnel as needed.

* Assists in preparing and distributing materials such as recruitment documents.

* Assists in registration activities within the department or as assigned; when authorized, processes drop/add and over tally requests for course registration.

Other

* 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. Perform tasks at assignment Level I, at a more complex or responsibility level or with significant expertise and masterly performance.

* May serve as secretary to an executive or to a small group of professional, managerial, or technical personnel.

* Organizes, supervises and coordinates the workload of a moderately complex office, including the supervision of full and part-time office support staff.

* 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.

* With approval, makes improvements to department forms.

* Develops record-keeping systems.

* Trains office employees and others (as directed) in routine office duties, rules,…