"CUNY Office Assistant - level I- Provisional English Department"

Details

Posted: 15-Jan-26

Location: Queens, NY, 11415, USA

Categories: Staff/Administrative

Internal Number: 31666

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 inquires 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.

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.

Levels 1, 2 and 3 are contractual pay steps based on length of employment. Employees are not given additional responsibilities when moving from Level 1 to Level 2 or from Level 2 to Level 3. However, Assignment Level 4 is an assignment level based on duties performed and is discretionary.

CONTRACT TITLE CUNY Office Assistant

FLSA Non-exempt

CAMPUS SPECIFIC INFORMATION

Queensborough Community College of the City University of New York (CUNY) is a comprehensive college in Queens which offers over 40 associate degrees, certificates and continuing education programs. ... Visit https://www.qcc.cuny.edu to learn more.

The English Department at Queensborough Community College invites applications for a CUNY Office Assistant position.

The English department primarily prepares students for college-level reading and writing with introductory classes in composition and literature. The department also offers a number of upper-level English classes.

The CUNY Office Assistant will report to the Chair of the English Department.

** The selected candidate for the position will be required to complete a typing test as part of the selection process.**

These are the essential duties and responsibilities for this position:

• Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment.
• 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.
• Maintains departmental records; keeps separate confidential records when instructed.
• Retrieves and formats computerized data.
• Provides information, as directed, to faculty, students, employees, and the 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.
• Assists in registration activities within the department or as assigned; when authorized, processes drop/add and over tally requests for course registration.

MINIMUM QUALIFICATIONS

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: ...

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. ...

OTHER QUALIFICATIONS

PREFERRED QUALIFICATIONS

• Experience working in a public-facing capacity, dealing with customers, clients or the general public as part of work or volunteer responsibilities.
• On-site work experience (that is, the work requirements above and in the minimum requirements need to have been done primarily in-person, not remotely).
• Comfort and familiarity using Microsoft suite of products, primarily Microsoft 365, Word and Excel.
• Work experience that included daily communications through email.
• 6 months of related work experience preferred

COMPENSATION

New Hire: $36,700

Incumbent: $41,472

* This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.

BENEFITS

CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification. ...

HOW TO APPLY

Only applications submitted through cuny.jobs will be considered for this position.

If you are viewing this job posting externally, please apply as follows:

• Go to https://cuny.jobs/
• Search for Job Opening ID number 31666
• Click on the "Apply Now" button and follow the instructions

Applications including the following must be uploaded to the job application website as a single PDF document:

• Cover Letter
• Resume

Current CUNY employees must apply through CUNYfirst Employee Self Service using your login credentials. ...

CLOSING DATE

February 4, 2026.

Review of resumes to begin immediately.

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