Job Title

CUNY Office Assistant (Provisional) - 3 Positions - Various Departments 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 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 departmentu2019s 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. CONTRACT TITLE CUNY Office Assistant FLSA Non-exempt CAMPUS SPECIFIC INFORMATION The CUNY School of Medicine (SoM), located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Masteru2019s Degree (27-month program). True to its legacy of access, opportunity, and community transformation, the medical schoolu2019s mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on recruiting those who are underrepresented in the field of medicine and on training high-quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New Yorku2019s medically underserved communities. As a significant priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to reflect the diversity of our student body more closely. The CUNY School of Medicine is seeking to recruit (3) CUNY Office Assistants for the Office of Administration and Finance, Facilities Management and Communications, Marketing and Public Relations. The selected CUNY Office Assistants will report to the department's PSch Associate Dean or Director. In addition to the Assignment Level 1, 2 and 3, the duties will include: Office of Administration and Finance + Prepare and submit requisitions in CUNY Buy.Secure vendor quotes, enter receipts, and ensure accounting information reflects goods and services purchased + Perform Credit Card Reconciliations. + Coordinate student travel, which will include conference registration and hotel stays. + Reconcile employee travel reports for Associate Dean and Finance staff. + Performs related duties, as assigned Facilities Management + Initiate and track work orders and repair requests for the Medical School. + Create and maintain new employee report for department locations + Communicate and work with various offices such as the Office of Dean, Human Resources, Administration and Finance. + Manage front desk communications, and including a multi-line telephone system; respond to inquiries, provide accurate information, and route messages as needed. + Perform related duties, as assigned. Communications, Marketing and Public Relations + Maintain and update archives and inventory of digital assets. + Assist the Manager with organizing college-wide communications. + Provide administrative needs to assist with the content development and placement process for the department + Perform related duties, as assigned. MINIMUM QUALIFICATIONS Proof of meeting requirements 1 u2013 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 associateu2019s 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 monthu2019s related work experience at 20-34 hours per week equate to one monthu2019s 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 u2013 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: + At least one year of office/administrative experience. + Experience working in an education setting. + Strong organizational skills with the ability to prioritize tasks and effectively manage multiple responsibilities in a fast paced environment. + Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams and SharePoint). COMPENSATION New Hire : $36,700 Incumbent Rate: $41,472 Reflects a 13% salary suppression for the first 2 years of service. 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. HOW TO APPLY Please visit access the employment page, log in or create a new user account, and search for this vacancy using the Job ID: 31992 or Title: CUNY Office Assistant. Select