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The City University of New York · 15 hours ago

CUNY Office Assistant, Level 1 (Provisional) - Human Resources (Multiple Positions)

Queens, NY

Part-time

Onsite

Entry Level

$37K/yr - $41K/yr

2+ years exp

The City University of New York (CUNY) is seeking a CUNY Office Assistant to support various administrative tasks within the Human Resources department at LaGuardia Community College. The role involves performing clerical and secretarial work, assisting with recruitment processes, managing documentation, and providing customer service to faculty and students.

Higher Education

Responsibilities

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

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

Responds to routine inquiries 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

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

Performs routine upkeep of office machines, e.g., photocopier, typewriter, computer terminals, printers, fax machines

May serve on committees when authorized

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

Qualification

CUNYfirstMicrosoft OfficeTimekeeping softwareData entryCustomer serviceCommunication skillsOrganizational skillsDetail oriented

Required

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; or

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

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

Preferred

Knowledge of CUNYfirst and Microsoft Office

Exceptional customer service and communication skills

Detail oriented and comfortable working in a fast-pace office environment

Professional phone manner and strong work ethic

Superior organizational skills and dedication to completing projects in a timely manner

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.

Company

The City University of New York

The City University of New York is the nation’s largest urban public university, a transformative engine of social mobility that is a critical component of the lifeblood of New York City.

Founded in 1847

New York, NY, US

10001+ employees