Review Vacancy
TitleOffice Assistant 2 Calculations
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $42641 to $42641 Annually
Duties Description The Office Assistant 2 (Calculations) performs specialized clerical, mathematical, and data-entry operations within the College and Student Accounting Services department. The role focuses heavily on international billing, refund calculations, revenue processing, and front-line customer service. This position ensures institutional compliance with SUNY refund policies, federal Title IV guidelines, and FERPA regulations.
Hours for this position are 8:00 a.m. to 4:30 p.m. Monday through Friday.
Watch to learn more about careers at SUNY Cortland:
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Major Responsibilities:
Customer Service
• Assist with drafting and sending routine responses to student and parent inquiries, strictly maintaining federal FERPA and state confidentiality standards.
• Share phone coverage responsibilities equally to answer billing questions from students, families, and approved third-party vendors professionally and accurately.
• Serve on the front-line public service counter rotation to greet walk-in visitors, resolve basic account questions, and direct guests to specialized resources.
Study Abroad & International Student Billing
• Perform routine mathematical and data-entry functions to process semester billing for international students, Cortland students studying abroad, and visiting external participants.
• Verify student records to confirm accurate coding configurations, ensuring correct automated calculation of tuition and fees before statements are issued.
• Input specialized program fee schedules in partnership with the International Programs Office prior to the main semester billing cycle.
• Maintain international insurance plan rosters for applicable students, visiting professors, and institutional staff; calculate and post the corresponding premium charges to accounts.
• Perform regular audits of third-party insurance premium statements, cross-checking bill amounts directly against the numerical transactions posted on student ledgers.
Charge Reductions for Leaves and Withdrawals
• Review and audit automated, system-generated charge reductions for students who withdraw or take a leave of absence to ensure compliance with SUNY refund policies.
• Gather student withdrawal documentation, attendance logs, and financial aid records from various campus databases to perform manual math-based calculations.
• Input standard financial adjusting entries into the student accounting system within defined campus parameters; maintain accurate, structured records of all numerical calculations.
IFR Deposits
• Process Income Fund Reimbursable (IFR) cash and electronic deposits forwarded by department offices or generated through the online e-store system.
• Archive physical and digital accounting records for all processed revenue adjustments to support regular program audits.
• Communicate routinely with external campus operations to verify transaction details, resolve simple deposit tracking errors, and exchange necessary financial documentation.
Stale Dated Refund Checks
• Monitor and log stale-dated student refund checks into a master compliance spreadsheet to analyze outstanding balances and aging accounts.
• Draft, distribute, and log standard notifications to check holders, ensuring clerical steps comply with federal Title IV guidelines and New York State unclaimed property timelines.
Administrative Support
• Retrieve, verify, and date-stamp incoming office mail daily; sort and distribute documents to ensure timely transactional processing.
• Process over-the-counter payments and balance the assigned physical cash drawer at the close of each shift, verifying receipts against system ledger totals.
• Populate, verify, and update specialized seasonal spreadsheets and databases used to track critical student billing and payment trends.
• Perform standard backup duties and clerical coverage across the department to maintain consistent office operations during staff absences.
What makes SUNY Cortland a great place to work?
• Our positions provide predictable salary progressions, and many offer permanency.
• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.
• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university’s state-of-the-art Student Life Center is free for employees to use, with membership options for families. Alternate work schedules are available with a supervisor’s approval.
• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.
• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region’s offerings.
Minimum Qualifications 1. Permanent Competitive Appointment Options:
You must hold or have held the title of Office Assistant 2 (Calculations) on a permanent basis or be reachable on the full-time NYS Civil Service list and respond to a canvass letter that will be sent to people on the eligible list. You may also qualify if you are permanent in one of the other Office Assistant 2 titles, Library Clerk 2 or Administrative Assistant 1.
Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1 series, Office Assistant 2 series, Library Assistant 1 and/or Payroll Assistant.
2. Non-Competitive Appointment Option:
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 may be 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 a future date (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE QUALIFICATIONS-To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.
The minimum qualifications for this title are:
One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.
Additional Comments The State University of New York Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.
Submit an on-line employment application at https://jobs.cortland.edu/postings/10010
For more information, or if you need assistance with the on-line application process, please contact the Human Resources Office, ext. 2302.
Some positions may require additional credentials or a background check to verify your identity.