Review Vacancy
TitleOffice Assistant 1 (Stores & Mail)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $30181 to $37447 Annually
Minimum Qualifications Minimum Qualifications
Reachable on the Office Assistant 1 (Stores/Mail) list, or eligible for transfer into the title.
Valid drivers' license.
Preferred Qualifications
In addition to the aforementioned minimum qualifications, it is preferred the candidate also have:
Previous data entry, inventory and/or mailroom experience.
Duties Description Office Assistants perform office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: data entry; math or calculations; mail, supply, and inventory-related tasks; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.
Office Assistants 1 perform entry-level clerical and office support work, including processing transactions and maintaining records in a variety of organizational settings. Any given assignment may encompass a broad or narrow range of activities. Office Assistant 1 is a non-supervisory class found at nearly all State agencies.
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.
Incumbents in these positions spend most of their work time performing activities related to mail receipt, mail distribution, storage, and stores keeping, primarily as described in the Stores and Mail and Inventory sections of the illustrative duties listed above. This position requires the ability to routinely lift and/or carry heavy items and the ability to routinely reach, bend, stand, and walk for long periods of time.
Additional Comments This is a SG-6 position.
The salary range for this position is $30,181 - $37,447.
The work schedule for this position is Monday - Friday 8:00 a.m. - 4:15 p.m.
This position offers full New York State benefits which are among the most comprehensive in the country.
SUNY Cobleskill is committed to providing a safe and productive learning and living community for our students and employees. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Any offer of employment is contingent on the successful completion of the background check.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
SUNY Cobleskill is committed to fostering a diverse community of outstanding faculty, staff, and students, and ensuring equal educational and employment opportunity and access to services, programs and activities without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, or any other legally protected status. Individuals with disabilities requiring accommodation during the hiring process should contact the Human Resources Office at (518) 255-5514.
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 at info@goer.ny.gov.
SUNY Cobleskill's Deputy Tile IX Coordinator for applicants and employees is Nicole Field, who can be contacted via phone at 518-255-5514, email at fieldnm@cobleskill.edu, or mailing address of SUNY Cobleskill, Knapp Hall Room 123, Cobleskill, NY 12043.
Some positions may require additional credentials or a background check to verify your identity.
Email Address fieldnm@cobleskill.edu
Address
Notes on ApplyingThe application review process will begin immediately and will continue until a suitable candidate is found. Priority is given to applications submitted by May 26, 2022.
A complete application consists of the following:
1. Letter of application, addressing qualifications, position responsibilities, and college values
2. Current CV or Resume
3. Names, emails and phone numbers of at least three professional references, preferably former supervisors
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