CUNY Office Assistant Level 4

(PROMOTIONAL) CUNY Office Assistant Level 4 - Office of the Vice President for Enrollment Management and Student Affairs

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

** OPEN ONLY TO CURRENT CUNY EMPLOYEES WITH PERMANENT STATUS AS CUNY OFFICE ASSISTANT III OR IV**

New York City College of Technology (City Tech) of the City University of New York (CUNY), a comprehensive college in downtown Brooklyn offering associate and baccalaureate degrees, invites applications for a CUNY Office Assistant Level 4 position in the office of the Assistant Vice President for Enrollment Management.

Reporting to the Assistant Vice President for Enrollment Management, the CUNY Office Assistant Level 4 will:

• Provide reception services for the office. Greet and assist students, faculty, staff, and visitors in person, by telephone, and through electronic communication. Provide general information and refer individuals to the appropriate office or department as needed.
• Monitor departmental email accounts, respond to routine inquiries, and forward requests to the appropriate staff member when necessary. Receive, review, sort, and distribute incoming correspondence, forms, reports, and other documents.
• Enter, update, and verify information in CUNYfirst and other student success platforms used by the department while maintaining the confidentiality of student and departmental records.
• Maintain confidentiality when handling student, and departmental information in accordance with College and University policies.
• Organize, coordinate, and submit to HR records related to attendance, timesheets, leave requests, and other administrative documentation.
• Update and maintain departmental calendars, organizational charts, emergency contact lists, and other administrative records on behalf of the Assistant Vice President and office staff.
• Maintain and organize electronic and paper filing systems, records, databases, and other office documents in accordance with established procedures.
• Proofread forms, correspondence, reports, and other documents for accuracy, completeness, and formatting, and recommend improvements to departmental forms.
• Assist with the preparation and distribution of communications, including student notices, event announcements, informational materials, and departmental correspondence.
• Assist with the coordination of meetings and events, including scheduling, preparing meeting materials, maintaining calendars, and recording meeting notes when requested.
• Prepare and compile reports and maintain logs using information from various sources.
• Follow up with College offices regarding routine requests, documentation, and administrative matters as directed.
• May supervise part-time staff.
• Perform other related clerical and administrative duties as assigned.

MINIMUM QUALIFICATIONS

Proof of meeting requirements 1 – 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.

• A four-year high school diploma or its educational equivalent
• 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-ti