Office Assistant 2 (Grade 9) - Facilities Administration - NY HELPS

FCA Family & Children’s Association; East Farmingdale (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Job summary

Farmingdale State College in Farmingdale, NY, is seeking an Office Assistant 2 to perform clerical duties, data entry, file maintenance, and routine reports. The incumbent may also coordinate meetings, handle inquiries, and maintain records. This NY HELPS title emphasizes diverse candidates and includes opportunities for professional development.

Transfer from similar titles and one year of clerical experience are considered. The College offers health insurance and retirement benefits.

Qualifications

• Must have taken the Office Assistant 2 exam, be established on the list and be reachable; or
• One year of clerical experience
• Familiarity with the Microsoft Office suite of programs

Responsibilities

• Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures.
• 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; 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.

Skills

Multi-tasking

Excellent communication

Microsoft Office

Education

Office Assistant 2 exam or transfer eligibility

Job description

Farmingdale State College is a recognized leader in applied learning. With over 10,000 students, FSC is the State University of New York's largest college of applied science and technology, with 96% of graduates working in New York State and 75% working on Long Island. Farmingdale prepares emerging leaders in the growing technology, engineering, business and health care fields.

Farmingdale State College is committed to inclusivity and excellence as part of our mission and culture. The College has received the 2022, 2023 and 2024 Higher Education Excellence in Diversity (HEED) Award. We seek candidates of all backgrounds who embrace these values and the broader mission of public higher education.

The College is increasingly focused on expanding student engagement. In addition to the highly successful NCAA Division III athletic program, Esports, and an extensive array of student clubs and organizations give FSC a strong culture of civic responsibility.

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.
• 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.
• 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.
• 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:

• 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.

As per Civil Service, applicants must be reachable on the Civil Service list or in a current title eligible for transfer. To be eligible for transfer pursuant to Civil Service Law Section 70.1

1. Nominees must have served permanently in an appropriate title or titles for one year, and 2. the titles must be within two salary grades, and 3. nominees must possess any required special credentials, and 4. consecutive transfers cannot result in more than a two-salary grade advancement.

For a NY HELPS non-competitive appointment:

• One year of clerical experience.

ADDITIONAL PREFERRED QUALIFICATIONS:

• Ability to multi-task
• Excellent communication skills and professional demeanor
• Familiarity with the Microsoft Office suite of programs

Additional Information:

• Hiring procedures in accordance with NYS Civil Service Law.

The State University of New York offers excellent fringe benefits including health insurance options and retirement plans.

Visit our Why Work at FSC page to learn more about FSC and the total rewards we offer.

VISA SPONSORSHIP IS NOT AVAILABLE FOR THIS POSITION

The Consumer Information web page can be viewed at the following link -

This page describes various services, information and statistics on many different aspects of the College's operations.

Farmingdale State College's commitment to inclusive excellence is an important part of our mission of public education and our culture. At Farmingdale State College, we continue to work on building a community that supports freedom, mutual respect, and civility. We seek others who support these values of diversity and inclusiveness and candidates of all diverse backgrounds who wish to participate in our cultural aspirations are welcome and encouraged to apply.

The College is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of 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 or any other legally protected status.