Office Assistant 2 (Keyboarding)

Position Summary

The Office Assistant 2 (Keyboarding) provides administrative and clerical support to ensure efficient office operations. Duties include managing incoming and outgoing transcript requests, processing readmission requests, and performing general office support tasks in accordance with campus policies and procedures. The position also assists with the office ticketing system, responds to routine inquiries, and provides receptionist services, including greeting visitors and directing inquiries as appropriate.

Salary: $42,641

Watch to learn more about careers at SUNY Cortland: https://www.youtube.com/watch?v=98njPbVKNFY

What makes SUNY Cortland a great place to work?

• Our positions provide predictable salary progressions, and many offer permanency.
• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university's state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland's Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor's approval.
• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region's offerings

Major Responsibilities

Records and Document Processing

• Review and process readmission requests in accordance with campus policies and established procedures, ensuring required documentation is complete and accurately recorded.
• Receive, verify, and process FERPA authorization forms to ensure compliance with federal privacy regulations and institutional guidelines.
• Receive and record official transcripts, ensuring documents are properly logged, indexed, and routed within the student information system. Virtual print or scan requests to the student record system (OnBase).
• Prepare and fulfill transcript requests in compliance with institutional policy, verifying student eligibility and required authorizations within the student information system (Banner).
• Coordinate transcript fulfillment using an external vendor platform, resolving routine issues and ensuring timely and accurate processing.

Customer Service and Communication

• Serve as the primary contact for phone communications, responding to routine inquiries and collaborating with other office assistants to ensure timely, accurate, and consistent customer service.
• Provide reception support for walk-in and email inquiries as a shared responsibility with other office assistants, offering general information and directing visitors to appropriate staff or resources.
• Receive, sort, and distribute incoming and outgoing mail related to the Registrar's Office and its operations in accordance with office procedures.

Website and Content Management

• Assist with maintaining accurate, current content on the Registrar's Office website, including deadlines, forms, and procedural information.
• Assist with reviewing and updating fillable PDF forms to ensure accessibility, accuracy, and alignment with current policies and practices.

Functional and Supervisory Relationships

Reports directly to the Associate Registrar
Works closely with the administrative staff

Required Qualifications

1. Permanent Competitive Appointment Options:
You must hold or have held the title of Office Assistant 2 (Keyboarding) on a permanent basis or be reachable on the full-time NYS Civil Service list and respond to canvass letter that will be sent to people on the eligible list. You may also qualify if you are permanent in one of the Office Assistant 1 titles or higher.
Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1 series, Office Assistant 2 series, Library Assistant 1 and/or Payroll Assistant.

2. Non-Competitive Appointment Option:
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 (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE QUALIFICATIONS-To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.

The minimum qualifications for this title are:
One year of clerical experience where most work time is spent performing keyboarding, data entry, chart compilation or arrangement, or various tasks involving typing into computerized systems.

Knowledge, Skills & Abilities

• Understanding of federal privacy laws regarding student records and data release.
• Effective verbal and written communication, including professional email etiquette and clear phone skills.
• Demonstrated ability to manage calendars, coordinate schedules, and keep digital and physical files in order.
• Strong attention to detail and organizational skills.
• Prioritize tasks effectively to meet deadlines in a busy environment.
• Ability to manage multiple tasks simultaneously without losing focus or quality.

About the University

A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine's "Best Colleges for Your Money List," fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.

EEO Statement

The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.

Posting Number: S25103