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About the Role

Office Assistants 1 perform office support and clerical work to meet agency program requirements. This role is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS), offering a path to permanent non-competitive and eventually competitive status.

Responsibilities

• Perform data entry, math calculations, mail, supply, and inventory functions.
• Keyboard and prepare documents.
• Answer telephones and complete forms.
• Assist customers and create reports, charts, graphs, and tables.
• Answer questions and provide information regarding agency activities, transactions, and procedures.
• Operate communication systems and keep records.
• Operate, clean, and maintain office machines and equipment.
• Schedule appointments and meetings.
• Perform routine processing activities, including checking forms for completeness and accuracy.
• Maintain basic financial, accounting, and/or statistical records.
• Perform calculations using known formulas and methods.
• Contact internal and external parties to obtain information.
• Prepare, process, review, and record numerical transactions and records.
• Type, proofread, review, and correct correspondence, documents, records, and other written material.
• Make corrections for format, accuracy, and validity.
• Assist in gathering or compiling data for reports, graphs, charts, or tables.
• Create graphs, charts, or other visual aids to display data.
• 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.
• Receive, pick up, deliver, open, record, time stamp, sort, and distribute mail, e-mail, or other correspondence.
• Process outgoing mail.
• Enter data into and retrieve information from computerized systems.
• Verify data previously transcribed or entered to detect errors.
• Perform clerical tasks such as scanning documents and verifying data accuracy.
• Receive, unload, unpack, sort, store, count, and distribute goods.
• Advise supervisor upon receipt of damaged goods or incomplete/incorrect shipments.
• Issue and deliver goods from stock.
• Package goods for shipment.
• Take periodic physical inventory and maintain perpetual inventory records.
• Keep shelves and stock clean, neat, and in proper place.

Requirements

• MUST have taken and passed the specific job-related Civil Service exam and be reachable on the appropriate Civil Service list.
• Successfully complete pre-employment physical examination and obtain medical clearance.
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen.
• Meet Regulatory Requirements for pre-employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

Skills

• Data entry
• Math calculations
• Mail handling
• Supply management
• Inventory management
• Typing
• Document preparation
• Answering telephones
• Form completion
• Customer assistance
• Report preparation
• Chart creation
• Graph creation
• Table creation
• Basic cleaning and maintenance of office machines
• Clearing paper jams
• Replacing toner cartridges
• Cleaning keyboards and screens
• Appointment scheduling
• Meeting scheduling
• Basic financial record maintenance
• Basic accounting record maintenance
• Basic statistical record maintenance
• Computer operation
• Calculator operation
• Proofreading
• Record keeping
• Filing
• Scanning documents
• Data verification
• Motor vehicle operation (may be required for mail delivery)

Location

• Stony Brook, NY

Work Type

• Full-time
• Onsite

Experience Level

• Entry Level

Education Level

• High School Diploma or GED

Salary/Compensations

• $36,232 / year

Benefits

• Generous leave
• Health plans
• State pension
• Location pay for UUP, CSEA & PEF full-time positions ($4000)

About the Company

• Stony Brook Medicine is a smoke-free environment.
• Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment.
• Stony Brook University Hospital is dedicated to supporting healthier and more resilient communities, both locally and globally.

Equal Opportunity

• All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
• If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.
• In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.
• Visit our WHY WORK HERE page to learn about the total rewards we offer.