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CUNY Office Assistant Level1 (Provisional) - Sociology

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, procedures, etc. and related matters.

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Levels 1, 2 and 3 are contractual pay steps based on length of employment.** **Employees are not given additional responsibilities when moving from Level 1 to Level 2 or from Level 2 to Level 3.** **However, Assignment Level 4 is an assignment level based on duties performed and is discretionary.

CONTRACT TITLE

CUNY Office Assistant

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

Queens College is part of CUNY, the City University of New York, the nation’s leading urban public university. Comprised of 25 institutions, including community colleges and four-year institutions, CUNY serves more than 243,000 degree-seeking students each year. CUNY colleges consistently rank at or near the top of social mobility rankings; we transform lives and lift the communities we serve.

Queens College is an urban, minority-serving public institution dedicated to the mission of serving the Borough of Queens and the City of New York by delivering an accessible, affordable, and excellent education. We serve 16,000 students and boast approximately 600 outstanding full-time faculty and 700 adjuncts, in areas spanning the liberal arts and sciences, education, and business. We have undergraduate and master’s programs, as well as a close relationship with the CUNY Graduate Center where many of our full-time faculty work with doctoral students. We are known for having the best of both worlds: situated on a beautiful 80-acre campus, we enjoy a dramatic view of the Manhattan skyline. The Queens College community is proud of our friendly, professional, and can-do workplace culture.

Queens College’s Department of Sociology seeks to fill a CUNY Office Assistant position. The newly hired Office Assistant plays an important role in the department by working closely with the Department Administrative Coordinator and the Department Chairperson to manage essential aspects of the Department’s operation.

The CUNY Office Assistant will assist with the following duties:

+ Updates and maintains records pertaining to faculty matters and students.

+ Assists with arrangements for special events (Honors and Awards, Graduation Ceremony, Department Seminars and Department Meetings, etc.).

+ Conducts internet and/or database research and performs basic systems queries to locate information related to department activities.

+ Performs related duties as assigned.

MINIMUM QUALIFICATIONS

Proof of meeting requirements 1 – 4 is needed before the close of a Civil Service Examination filing period. You may be asked to provide proof of meeting these requirements at any time between your application and the close of the filing period.

1. A four-year high school diploma or its educational equivalent

2. Two (2) years of experience performing general office work, which may be met by one of the following:

A) Two (2) years of satisfactory, full-time experience performing general office work; **or**

B) One (1) year of satisfactory, full-time experience performing general office work and 30 semester credits from an accredited college or university; **or**

C) An associate’s degree or 60 college credits from an accredited college or university.

3. Passage of a qualifying Work Experience Test.

4. 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.

CUNY considers full-time work to be at least 35 hours per week. Part-time experience of at least 20 hours per week may be prorated by half and credited instead of, but not in addition to, full-time experience during the same period (e.g., two month’s related work experience at 20-34 hours per week equate to one month’s full-time related work experience.) Part-time experience of fewer than 20 hours per week will NOT be credited at all.

The high school diploma or its educational equivalent must be approved by a State's Department of Education or a recognized accrediting organization. The college or university must be accredited by regional, national, professional, or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA).

Candidates who meet the above requirements must also meet requirements 5 – 7 after the close of the filing period.

5. Candidates must take and pass a job-related Civil Service Examination that measures critical competencies for the position.

6. Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history.

7. You will be required to meet the skill requirement of keyboard familiarity by demonstrating the ability to type accurately at a minimum speed of 100 keystrokes (20 words) per minute after errors are deducted. You must meet this requirement in order to be appointed. Additionally, candidates may be asked to demonstrate technical competence in using job-related software (e.g., word processing or other).

OTHER QUALIFICATIONS

PREFERRED QUALIFICATIONS

+ At least two (2) years of experience in higher education, including extensive contact with faculty, staff, and students.

+ Demonstrated written and verbal communication skills; ability to multi-task in a fast paced environment; ability to work effectively with a diverse faculty, staff, and student body.

+ Attention to detail and ability to work under pressure in a fast-paced environment.

+ Experience with CUNYFirst and other related CUNY systems.

+ Excellent computer skills, expertise in Microsoft Word and Excel.

COMPENSATION

New Hire: $36,700*

Incumbent: $41,472

*This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

HOW TO APPLY

If you are viewing this job posting on any website other than CUNYfirst, please follow the instructions below:

+ Go to cuny.jobs

+ In the box under "job title/ keyword", enter Job Opening ID "30607"

+ Click on “CUNY Office Assistant (Provisional) – Sociology ”- Click on the "Apply Now" button and follow the instructions.

Please note that the candidates must upload a cover letter describing related qualifications and experience, resume, and the name and contact information of three (3) professional references in any of the following formats: .doc, .docx, or .pdf format.

**Please use a simple name for the document that you uploaded, for example: JDoeResume. Documents with long names cannot be parsed by the application system.

CLOSING DATE

21 days

JOB SEARCH CATEGORY

CUNY Job Posting: Support Staff

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.

Job ID

30607

Location

Queens College