DUTIES AND RESPONSIBILITIES

This class of positions encompasses the Clerical and daily office operational activities within the diverse University environment which includes various academic and administrative settings at the college. Persons employed in these positions are accountable for rendering services in a respectful, courteous and professional manner. In the University's multicultural environment, incumbents provide even-handed assistance to all, regardless of the background of the person seeking service. There are two assignment levels (four pay levels) in this class of positions. All personnel perform related work.

EXAMPLES OF TYPICAL TASKS

ASSIGNMENT LEVEL I (Pay levels I. II. and III including IlI a)

·         Under supervision, performs office or secretarial work in various units of CUNY.

·         Types and prints letters, memoranda, payrolls, purchase orders, vouchers etc., using typewriter/word processor/personal computers and all peripheral equipment. Proofreads the typed material for accuracy, correcting errors as necessary.

·         Uses commercial/office software packages in typing, data entry, filing, updating files and/or preparing various reports.

·         Does routine upkeep of office machines e.g. photocopier, typewriter, computer terminals, printers, etc.

·         Collects information or data from various sources; files and retrieves· books, documents and/or data as needed. Updates existing files.

·         Creates filing system/so

·         Follows relevant department, college, and University' procedures.

·         Maintains all records; keeps separate confidential records when instructed.

·         Retrieves and formats computerized data.

·         Provides unit related information to the faculty, students, other CUNY employees and general public.

·         Responds to routine inquiries.

·         Answers telephone calls; screens incoming calls and forwards/refers them to the proper person; assists in maintaining up-to-date mailing and telephone directory.

·         Provides receptionist services; sets up appointments; keeps calendar; refers students, faculty, other CUNY employees and general public to proper area/person.

·         Furnishes information on the department's rules and regulations, when authorized.

·         Prepares routine reports, including drafts, using the information or data received from various sources.

·         Receives and processes financial transactions ( e.g. tuition payments, library fines etc.); follows prescribed procedures.

·         Processes purchase orders and supply orders; verifies deliveries.

·         Verifies inventory and supplies reports on request.

·         Calculates time and leave and keeps up-to-date records.

·         Assists the supervisor in the administration of specialized office functions, e.g. finger-printing, I-9, reference and background checking, unemployment insurance etc.

·         Calculates payroll figures; verifies amounts on financial forms; prepares deposit records; refunds authorizations, etc. Keeps related records.

·         Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records.

·         Assists with arrangements for special events (e.g. conferences, reservation of rooms, travel arrangements, catering services, informing the relevant department/units, etc.)

·         Interviews and supervises College Assistants, College Work study students, Students Aides, Summer Interns, Volunteers, etc.

·         Assists in training new employees in various office duties/use of office machines.

·         Receives mail for the unit/department/college and distributes it among the proper persons; may sort mail per instructions.

·         Prepares the department/unit/college mailings within or outside CUNY. Arranges special mail services when authorized.

·         Duplicates, collates and distributes materials. Coordinates work of others to produce and distribute materials; confers with printing department and mail room personnel as needed.

·         Communicates with other academic or administrative departments or outside agencies to expedite processing of work.

·         With proper training, may take 9ictation, and transcribe notes.

·         Assists in preparing and distributing recruitment materials.

·         Prepares and proposes various forms, e.g. financial aid applications, personnel papers and other college forms for review.

·         Assists in registration activities within department or on assignment to other campus locations; when authorized, processes drop/add and over tally for course registration.

·         May serve on committees when authorized.