Office Assistant I - Facilities (NY HELPS)

Category:Civil Service and Support Staff

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Department:Facilities

Locations:Morrisville, NY

Posted:Apr 3, 2024

Closes:Open Until Filled

Type:Full-time Temporary

Position ID:174322

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About SUNY Morrisville:

SUNY Morrisville, a college that leverages the expansive resources of the State University of New York, is a model of innovative applied education. Located in the center of New York State, the college offers students hands-on, experiential learning in modern classrooms and specialized facilities, many of which are rare or one-of-a-kind in higher education. Morrisville's 3,000 students - who come from diverse backgrounds across the state and around the world - choose from more than 80 associate and bachelor degree programs that embrace agriculture, technology, business, social sciences, including Psychology, Criminal Justice, and the liberal arts. An internship program that prepares students for success in the 21st-century workplace ranks among the top ten in the nation. At Morrisville, motivated students work alongside talented faculty members - many with field experience - to imagine, build, and test practical, sustainable solutions to some of the fundamental questions confronting a shrinking world with diminishing resources.

The Morrisville campus is 30 miles southeast of Syracuse and 30 miles southwest of Utica; it is a half-hour drive from the New York State Thruway with easy access to Albany (two hours), Rochester (two hours), Buffalo (three hours) and New York City (four hours).

The Norwich Campus of SUNY Morrisville has been serving the Norwich community and the surrounding areas for more than 46 years, offering students associate degree options such as Criminal Justice, Computer Information Technology, and Nursing. The campus is also used by businesses, not-for-profits and community partners for training, events and videoconferencing.

The Syracuse Educational Opportunity Center (EOC), administered by SUNY Morrisville, provides the urban community of Syracuse with innovative academic programs leading to higher education as well as vocational training programs leading to gainful employment and economic self-sufficiency.

Recognizing the importance of diversity in assuring the success of students and graduates in an increasingly global environment, SUNY Morrisville is committed to equity and inclusion in all aspects of hiring and employment.

Job Description:

Campus Title: Office Assistant I (NY HELPS)

State Title: Office Assistant I (NY HELPS)

Department: Facilities

Bargaining Unit: CSEA-ASU; view our state benefitshere (https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/CSEAbenefitsummaryJan-2024.pdf) !

Professional Rank and Salary Range: SG-6; $35,177

Duration: Calendar year (12-month schedule)

Brief Description of Duties:

SUNY Morrisville is seeking an Office Assistant 1 for our Facilities department, supporting our Maintenance and Operations Center.

Important Notice for those appointed under NY HELPS:

• 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 maybe 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 2024, 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.

Primary Responsibilities include but are not limited to:

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, primarily on computers and calculators, using known and standard formulas and methods.

• 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 or receiving items of value such as cash or vouchers, including, for example, such tasks as calculating and collecting fees.

Keyboarding and Document Preparation

• Type, proofread, review, and correct correspondence, documents, records, and other written material.

• Transcribe hand-written materials.

• 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, forms, applications, claims, and other documents for completeness, content, and accuracy.

• Establish new files by coding and numbering forms, creating folders, and compiling relevant material.

Stores and Mail

• Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication, or goods, materials, or stores.

• Maintain files, correspondence, documents, records, materials, and stores 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.

Inventory

• Receive, unload, unpack, sort, store, count, and distribute goods received, 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.

Data Entry and Verification

• Enter data and information into and retrieve data and 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.

Requirements:

Non-competitive Minimum Qualifications (NY HELPS appointed):

• There are no minimum education or experience requirements for this title.

Competitive Minimum Qualifications (non-NY HELPS appointed):

• There are no minimum education or experience requirements for this title.

Preferred Qualifications:

• Comfortable using a computer for various tasks (i.e. Microsoft Office Applications)

• When required to operate motor vehicles, candidates must possess a valid New York State driver's license appropriate for the type of vehicle to be operated.

Additional Information:

SUNY Morrisville is committed to creating a vibrant community enriched by diverse perspectives, talents and experiences, and prohibits discrimination in employment based on gender, race, ethnicity, nationality, physical capability, age, creed, sexual identity, veteran status, and economic means. We encourage applications from candidates who share this commitment and will contribute to the diversity of our college community, especially members of historically under-represented groups. AA/EEO/ADA

In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" institutions of higher education are required to prepare an annual report containing information on campus security policies and campus statistics. This report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by SUNY Morrisville; and on property within, or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as policies concerning sexual assault, and other matters. You can obtain a printed copy of this report by contacting SUNY Morrisville University Police at (315) 684-6410, Office of Student Rights and Responsibilities at (315) 684-6070, Office of Human Resources at (315) 684-6038 and or by accessing the following web sitehttps://www.morrisville.edu/contact/offices/university-police/clery-act

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email atinfo@goer.ny.gov

Application Instructions:

Application Deadline: Although applications will be accepted until the position is filled, candidates should submit their application by as soon as possible, to assure optimal consideration.

Application Procedure:Application materials are required to be submitted on-line athttp://www.morrisville.edu/careers

Please provide Cover Letter, Resume, and at least three employment references (we will not contact references without prior permission).