Job Description

Job Description:

Facilities Administration at Farmingdale State College seeks to fill an Office Assistant 2 vacancy. The incumbent may perform any of the following duties of an Office Assistant 1:

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.
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.
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.
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.
Maintain inventories.
Input electronic Purchase Orders.
The incumbent may also be responsible for, but not limited to, any of the following:

Design clerical processing procedures.
Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications.
Respond to questions concerning the operation of the unit or program area.
Write responses to correspondence.
Resolve work problems.
Review forms and applications and make appropriate determinations.
Coordinate arrangements for meetings, courses, and other gatherings arrange for rooms, take attendance, and ensure that appropriate materials and equipment are available.
Plan work and determine how it will be performed.
Assign work to staff and assure necessary coverage for assignments and office.
Provide subordinates with specific instructions concerning the preparation of documents, processing of materials, and maintenance of records.
Provide subordinates with standard formats for the preparation of documents and reports using available software packages.
Provide training in the use of work equipment, and office and agency procedures.
This title is part of the New York State Hiring for Emergency Limited Placement Statewide Program (NY HELPS). There is no examination required for appointment to a NY HELPS position.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded all 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.

Transfers from other New York State agencies are welcome to apply. Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law.

The college particularly welcomes candidates with knowledge, skills and abilities that include:

Commitment to diversity and university initiatives supportive of diversity and inclusion.
Interest in participating in student-centered service activities.
Desire to apply expertise in promoting civic engagement with the College's many community partners.
Requirements:

MINIMUM REQUIRED QUALIFICATIONS:

For a competitive appointment:

You must have taken the Office Assistant 2 exam, be established on the list and be reachable; or
You must currently be in a position that is eligible for transfer to this position.