Office Assistant 1 (NY HELPS)

Required Qualifications: As per Civil Service Guidelines. Must have taken and passed the specific job related Civil Service Exam and be reachable on the appropriate Civil Service list. 70.1 Transfers are encouraged to apply. 70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year. Transfers must be within two salary grades.

There are no minimum education or experience requirements for this title. This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Brief Description of Duties: Perform entry-level clerical and office support work, including processing transactions and maintaining records in a variety of organizational settings. Duties to include the following:

• General Office Support:

• • Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures. Refer inquiries as necessary.
  • Operate various communication systems such as telephones and computers; and keep records of such communications.
  • Operate, and perform basic cleaning and maintenance on, office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
  • Schedule appointments and meetings using various office tools.
  • Perform routine processing activities, including checking forms for completeness and accuracy.

• Calculations:

• • Maintain basic financial, accounting, and/or statistical records.
  • Perform calculations and computations, primarily on computers and calculators, using known and standard formulas and methods.
  • As needed and as directed, contact various internal and external parties to obtain information.
  • Prepare, process, review, and record numerical transactions and records. This activity may include: processing bills and vouchers; reviewing or auditing calculations or statistics; or disbursing or receiving items of value such as cash or vouchers, including, for example, such tasks as calculating and collecting fees.

• Keyboarding and Document Preparation:

• • Type, proofread, review, and correct correspondence, documents, records, and other written material.
  • Transcribe hand-written materials.
  • Make appropriate corrections for format, accuracy, and validity.
  • Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.
  • Create graphs, charts, or other visual aids to display data.
  • May also prepare routine reports or assist others in the preparation of reports, following established guidelines.

• Record-Keeping and Filing:

• • Maintain, update, and correct records and files.
  • Receive, screen, review, and verify documents, forms, applications, claims, and other documents for completeness, content, and accuracy.
  • Establish new files by coding and numbering forms, creating folders, and compiling relevant material.

• Stores and Mail:

• • Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods, materials, or stores.
  • .Maintain files, correspondence, documents, records, materials, and stores pursuant to guidelines.
  • Maintain various listings for mail service purposes.
  • Process outgoing mail by inserting letters into envelops, sealing envelopes, and applying correct postage.
  • May operate a motor vehicle to pick up and deliver mail.

• Inventory:

• • Receive, unload, unpack, sort, store, count, and distribute goods received, following established procedures.
  • Advise supervisor upon receipt of damaged goods or incomplete or incorrect shipments.
  • Issue and may deliver goods from stock according to procedure.
  • May package goods for shipment.
  • Take periodic physical inventory and maintain perpetual inventory records.
  • Keep shelves and stock clean, neat, and in proper place.

• Data and Verification:

• • Enter data and information into and retrieve data and information from computerized systems.
  • Verify data previously transcribed or entered to detect errors.
  • Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents.

Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Mandatory rehire roster candidates have preference. SG 6 Hiring Rate $35,177, Job Rate $43,521. This position includes location pay of $3,400, annually.

The selected candidate must successfully clear a background investigation.

Resume/CV and cover letter should be included with the online application.

For this position, we are unable to sponsor candidates for work visas.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Patient Contact: Prior to start date, the selected candidate must meet the following requirements: Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook University's Employee Health Services (The hiring department will be responsible for any fee incurred for examination), clear a background investigation, submit (3) written reference, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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