Office Assistant 1

:

The Student Records and Financial Services Office is seeking an Office Assistant 1. This position will be responsible for providing general office support as well as specific duties within the areas of Student Records and Student Accounts:

Provide excellent customer service by providing information to students and parents over the phone, in-person, and via email. Assist with responding to the office email account. Responsible for sending and distributing mail for the office and assist with general office mailings as needed. Process paper transcript requests and assist with electronic transcript requests. Responsible for Student Records and Student Accounts web and portal updates. Responsible for reaching out to faculty regarding student attendance issues and coordinating the responses for distribution to appropriate office staff members. Responsible for sending scheduled messages to Student Announce and Announce after staff review. Review, process, and distribute various reports for the office. Distribute and send return notices for private and direct loans. Assist with mailing and review of W-9S tax forms. Prepare and send unofficial withdrawal letters and Title IV outstanding check 90-day notices.

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.

Requirements:

MINIMUM QUALIFICATIONS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). There are no minimum education or experience requirements for this title. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.

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 this time, agencies may recruit and hire employees by making temporary appointments. In May , if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), 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 a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

---