Office Assistant 1 - Alfred, United States - Alfred State College

Description

About Alfred State College:

As the #1 SUNY Regional College according to US News, our recent 20% increase in new enrollment speaks to our growth trajectory and pursuit of success.

Under the guidance of President Steven Mauro, who joined the Pioneer family in the spring of 2022, our leadership team is actively investing in our updated Strategic Plan to ensure continued forward momentum.

Alfred State College offers a unique opportunity for prospective employees to find true purpose in helping students launch rewarding careers while finding purpose themselves.

We not only provide a supportive and enriching work environment, but also offer competitive compensation, comprehensive healthcare coverage, and opportunities for professional growth and development.

At our SUNY College of Technology, we provide a range of associate and bachelor's degree programs across diverse majors, with a strong focus on project-based learning and civic engagement.

We're proud to maintain an applied learning environment that allows students to gain hands-on experience and our exceptional faculty to dedicate themselves to teaching.

Here, teaching takes precedence over research, and our faculty's primary mission is to guide, mentor, and inspire our students to succeed.

Our picturesque rural campus is nestled in a beautiful valley in the Southern Tier of New York.

Situated about 1-2 hours away from the metropolitan areas of Rochester and Buffalo, our charming locale is also near the Finger Lakes region of western New York known for scenic views, unique landscapes, outdoor adventure, festivals, quaint towns, and cultural attractions.

It's not just a place to work; it's a place to call home.


Job Description:
The Student Records and Financial Services Office is seeking an Office Assistant 1.

This position will be responsible for providing general office support as well as specific duties within the areas of Student Records and Student Accounts:

Provide excellent customer service by providing information to students and parents over the phone, in-person, and via email. Assist with responding to the office email account. Responsible for sending and distributing mail for the office and assist with general office mailings as needed. Process paper transcript requests and assist with electronic transcript requests. Responsible for Student Records and Student Accounts web and portal updates.

Responsible for reaching out to faculty regarding student attendance issues and coordinating the responses for distribution to appropriate office staff members.

Responsible for sending scheduled messages to Student Announce and Announce after staff review. Review, process, and distribute various reports for the office. Distribute and send return notices for private and direct loans. Assist with mailing and review of W-9S tax forms. Prepare and send unofficial withdrawal letters and Title IV outstanding check 90-day notices.

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:

performing data entry; math or calculations; mail, supply, and inventory functions; 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 performing 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.

Office Assistant 1

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 using known and standard formulas and methods (primarily using computers and calculators).

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 items of value such as cash or vouchers.

Keyboarding and Document Preparation

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.

Record-keeping and Filing

Maintain, update, and correct records and files; receive, screen, review, and verify documents and/or forms; review applications, claims, and other documents for completeness, content, and accuracy.

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

Mail and Supply

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

Maintain files, correspondence, documents, and materials, 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.

Data Entry and Verification

Enter data into and retrieve 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.

Inventory

Receive, unload, unpack, sort, store, count, and distribute goods received by the office, 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.


Requirements:

MINIMUM QUALIFICATIONS
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). There are no minimum education or experience requirements for this title.

The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.

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 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.

Full job classification standards can be found at


Additional Information:
The hiring salary for this position is $35,177.

Employees are also offered EXCEPTIONAL BENEFITS We offer extensive healthcare and retirement options, including the opportunity for a pension.

Furthermore, we prioritize a harmonious integration of work, personal life, and academic endeavors to support your overall work-life balance and effectiveness.

Benefits options include:

Health Insurance:
Cost effective health insurance premiums with 73% to 88% covered by the employer. PPO or HMO option for personalized healthcare solutions. Exceptional fertility benefits available. Accumulated sick leave can cover a health insurance premium in retirement.


Dental and Vision:
No cost dental and vision benefits for employees and eligible dependents.


Educational Support:
Tuition benefits to invest in your continuous learning and professional development.


Paid Time Off:

New employees are eligible for up to an impressive 22 vacation, 5 personal and 13 paid sick days per year, increasing with years of service.

Up to 13 paid holidays annually Paid parental leave


Retirement Plans:
Various retirement options, including a defined benefits (pension) plan. With the pension, retired employees receive a defined monthly income for the rest of their life. Additional pre- and post- tax voluntary retirement savings options are available.

Our comprehensive compensation and benefits package are designed to exceed your expectations, affirming our dedication to your overall well-being and professional growth.

Non-Discrimination Notice

Alfred State College hereby advises students, parents, employees, and the general public that it offers employment and educational opportunities, including career and technical educational opportunities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, gender expression, sexual orientation, familial status, marital status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction.

Employees, students, applicants, or other members of the college community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

Alfred State policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment.

These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law.

These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.

Grievance procedures are available to interested persons by contacting either of the compliance officers/coordinators listed below.

Inquiries regarding the application of Title IX and other laws, regulations, and policies prohibiting discrimination may be directed to:

Angela Koskoff
Chief Diversity Officer
Alfred State College
10 Upper College Drive
Alfred, NY 14802

Phone

If you would like to receive the combined Annual Security and Fire Safety Report which contains this information, you can stop in and request one at the University Police Department, located in the TG House on Lower College Drive or request a copy by calling the University Police at This report is available on the college's website at:


Application Instructions:
Returning applicants may login to their Alfred State College Careers Account to apply for this position. See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

The following documents MUST be submitted to be considered for this position:

Resume/CV Cover Letter