Provisional, CUNY Office Assistant, Level 1 - Public Safety & Security

Provisional, CUNY Office Assistant, Level 1 - Public Safety & Security

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

Hunter College, one of 25 schools of The City University of New York (CUNY) located in the heart of bustling Manhattan, is the largest college in CUNY system. Founded in 1870, it is also one of the oldest public colleges in the country. Currently, approximately 22,900 students attend Hunter, pursuing both undergraduate and graduate degrees in more than 170 different programs of study.

The college offers, in addition to the myriad academic offerings in its prestigious School of Arts and Sciences, a wide breadth of programs within its preeminent Schools of Education, Nursing, Social Work, and Health Professions. Students can enroll in several CUNY doctoral programs based at Hunter, as well as participate in a number of accelerated and advanced certificate programs. Hunter is also the home of world-renowned research centers, including the Center for Study of Gene Structure and Function and the Center for Puerto Rican Studies (CENTRO), located at the Silberman School of Social Work.

Other responsibilities for the role include but are not limited to:

• Perform admin duties such as type and process memoranda, and forms
• Proofreads typed material for accuracy, correcting errors as necessary.
• Files and retrieves books, documents and/or data as needed. Updates existing files.
• Maintains departmental records; keeps separate confidential records when instructed.
• Process the Booking acknowledgments, and schedule background checks when instructed.
• Update departmental and Director’s Calendar with events happening across all campus locations.
• Schedule hearings and type up the summary of penalties for the charged officers as required.
• Archive the daily tour summaries in the designated file for future reference.
• Receive, enter and submit daily work orders to the facility department for necessary action.
• Assist with the onboarding process for new hires or officers.
• Monitor and maintain records of officers’ certificate completion statuses.
• Monitor and respond to emails from the Public Safety General inbox on a daily basis.
• Assists with inputting incident reports when needed.
• Other duties as assigned by the Director of Public Safety.
• Assists with training of new employees in various office duties / use of office machines
• Communicate with other academic or administrative departments or outside agencies to expedite the processing of work.

MINIMUM QUALIFICATIONS

COMPENSATION

Level 1:
** New Hire: $36,700.00
Incumbent $41,472.00
* ** 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. 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.