SUNY Alfred State College is seeking applicants for Office Assistant 1 (Keyboarding) positions in the Office of Human Resources/Center for Community Education & Training and in the Electrical, Machine Tool & Welding department. Excellent customer service, attention to detail, ability to multi-task and organizational skills are required. Candidates that currently hold the title, have previously held the title,or hold a transferable title are also eligible to apply.

HIGHLIGHTS

This position provides administrative support to the Departments. Incumbents in these positions spend most of their work time performing keyboarding, data entry, chart compilation or arrangement, or various tasks involving typing into computerized systems.

Work Schedule

Monday thru Friday, 8:30 am - 4:30 pm during the academic year and 8:00 am - 4:00 pm over the summer.

Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.

Office Assistants 1 perform entry-level clerical and office support work, including processing transactions and maintaining records in a variety of organizational settings. Any given assignment may encompass a broad or narrow range of activities. Office Assistant 1 is a non-supervisory class found at nearly all State agencies.

Office Assistant 1

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 using known and standard formulas and methods (primarily using computers and calculators).
• 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 items of value such as cash or vouchers.

Keyboarding and Document Preparation

• Type, proofread, review, and correct correspondence, documents, records, and other written material, 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 and/or forms; review applications, claims, and other documents for completeness, content, and accuracy.
• Establish new files by coding and numbering forms, creating folders, and compiling relevant material.

Mail and Supply

• Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication.
• Maintain files, correspondence, documents, and materials, 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.

Data Entry and Verification

• Enter data into and retrieve 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.

Inventory

• Receive, unload, unpack, sort, store, count, and distribute goods received by the office, 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

MINIMUM QUALIFICATIONS

Successful completion of New York State Civil Service Exam

For provisional appointment eligibility: You will be expected to sit for the NYS Civil Service Office Assistant 1 exam when it is held. You must score high enough to be reachable to achieve permanent appointment.

Excellent customer service skills and MS Office proficiency required. Preference given to individual showing initiative, dependability, and strong organizational skills. The candidate must be able to type at a rate of 30 wpm with 96% accuracy.

Interested candidates that currently hold the title, have previously held the title, or hold a transferable title and are able to perform the duties of the position as described in the classification standard by the Department of Civil Service https://www.cs.ny.gov/tsplan/tsp_display2.cfm?specCode=2581100F are encouraged to apply.

All applicants are subject to a pre-employment background investigation.

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.

Pursuant to University policy, Alfred State College is committed to ensuring equal employment, education opportunity, and equal access to services, programs, and activities without regard to an individual's race, color, national origin, sex, religion, age, disability, gender characteristics, marital status, veteran status, military status, domestic violence victim status, or ex-offender status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely based upon a protected characteristic.

Public Notice/ Non-discrimination Notice

Alfred State College does not discriminate based on race, color, national origin, sex, disability, age, Veteran status, sexual orientation, genetic information, et cetera in its programs and activities.

The following person has have been designated to handle inquiries regarding the non-discrimination policies:

Matthew Ryan
Interim Diversity Officer and Title IX Coordinator
Alfred State College
10 Upper College Drive
Alfred, NY 14802
ryanmj@alfredstate.edu

All applicants are subject to a criminal, employment, and educational background check.

This report is available on the college's website at: http://www.alfredstate.edu/university-police/annual-security-and-fire-safety-report

If you would like to receive the combined Annual Security and Fire Safety Report which contains this information, you can stop in and request one at the University Police Department, located in the TG House on Lower College Drive. You can also request a copy by calling the University Police Secretary at 607-587-3992.