CUNY Office Assistant (Provisional) - Counseling Center

General Duties Assignment Level 1, 2, and 3 – Under supervision, performs office or secretarial work in various units following relevant departmental, college, and university procedures. Typical duties are organized into three main categories. Documentation and Information Type and print materials such as letters, memoranda, forms, purchase orders, and vouchers using typewriters, word processors, personal computers, and all peripheral equipment. Proofread typed material for accuracy, correcting errors as necessary. Use commercial office software packages for typing, data entry, filing, updating files, and preparing various reports. Collect information from various sources; file and retrieve books, documents, and/or data as needed; update existing files. Create filing systems. Maintain departmental records and keep separate confidential records when instructed. Retrieve and format computerized data. With proper training, take dictation and transcribe notes (written or recorded). Prepare and propose various forms, e.g., financial aid applications, personnel papers, and other college forms. Communications and Customer Service Provide information, as directed, to faculty, students, employees, and the general public. Respond to routine inquiries regarding departmental affairs. Answer telephone calls, screen incoming calls, and forward or refer calls; assist in maintaining up‑to‑date mailing and telephone directories. Provide receptionist services; set up appointments, keep calendars; direct students, faculty, other CUNY employees, and the general public to proper areas or persons. Provide information on the department’s rules and regulations when authorized. Assist with arrangements for special events such as conferences, reservations of rooms, travel, catering services, and coordination with relevant departments. Interview and supervise college assistants, college work‑study students, student aides, summer interns, volunteers, etc. Assist in training new employees in various office duties and use of office machines. Communicate with other academic or administrative departments or outside agencies to expedite work processing. Transaction Processing Prepare routine reports, including drafts, using information received from various sources. Receive and process financial transactions following prescribed procedures (e.g., tuition payments, library fines). Process purchase orders and supply orders; verify deliveries. Verify inventory and supplies reports on request. Complete time‑and‑leave calculations and keep up‑to‑date records. Assist supervisors in specialized office functions such as fingerprinting, I‑9 background checks, and unemployment insurance. Calculate payroll figures; verify amounts on financial forms; prepare deposit records, refund authorizations, and similar documents; keep related records. Make routine petty‑cash purchases and disbursements, and maintain petty‑cash account; keep necessary records. Receive mail for the unit/department/college and distribute it among the proper persons; sort mail per instructions if so directed. Prepare department/unit/college mailings within or outside CUNY, arranging special mail services when authorized. Duplicate, collate, and distribute materials; coordinate others to produce and distribute materials; confer with the printing department and mailroom personnel when needed. Assist in preparing and distributing materials such as recruitment documents. Assist in registration activities; when authorized, process drop/add and over‑tally requests for course registration. Other Perform routine upkeep of office machines such as photocopiers, typewriters, computer terminals, printers, and fax machines. May serve on committees when authorized. Assignment Level4 Under supervision, performs moderately complex office or secretarial work with significant expertise and masterly performance. May serve as secretary to an executive or a small group of professional, managerial, or technical personnel. Organize, supervise, and coordinate the workload of a moderately complex office, including supervision of full‑time and part‑time office support staff. Initiate administrative procedures on behalf of the department. Administer a specialized area requiring unique training and/or experience within a large office. Interview and recommend full‑ and part‑time office support staff, including college assistants. Prepare and compile complex reports, including simple research and analysis. With approval, make improvements to department forms. Develop record‑keeping systems. Train office employees and others in routine office duties, rules, procedures, and related matters. Levels1,2 and3 are contractual pay steps based on length of employment. Employees are not given additional responsibilities when moving from Level1 to Level2 or from Level2 to Level3. Assignment Level4 is discretionary based on duties performed. Contract Title CUNY Office Assistant FLSA Status Non‑exempt Campus Specific Information New York City College of Technology (City Tech) of the City University of NewYork (CUNY) offers a CUNY Office Assistant position in the Counseling Center. The position is in provisional status; continued employment is contingent upon taking and passing a civil service examination when offered by CUNY. The Counseling Center empowers students in their educational, emotional, and career journeys by providing skill development opportunities, supportive counseling, and referrals to resources. Specific Responsibilities for the CUNY Office Assistant Maintain confidentiality per FERPA and institutional policies. Serve as the initial point of contact for the Counseling Center, providing front‑office coverage and a welcoming student‑centered environment. Maintain contact lists and directories; generate and distribute departmental communications through City Tech Connect, Signal Vine, and campus digital signage. Monitor appointment schedules and coordinate with counselors. Maintain departmental records, including confidential student records in the Titanium electronic medical record system; organize and store clinical and administrative documentation securely. Verify student data in CUNYfirst. Supervise college assistants and work‑study students; train staff on procedures and confidentiality practices. Serve as liaison with Human Resources regarding time‑and‑leave requests for Center employees. Process financial transactions through the CUNY BUY system; process purchase orders, verify deliveries, and maintain inventory records. Handle mail and materials distribution for the Center. Manage space reservations for the Center. Initiate and track all IT helpdesk tickets and Buildings & Grounds maintenance requests. Minimum Qualifications Four‑year high school diploma or educational equivalent. Two (2) years of experience performing general office work, which may be met by: Two (2) years of satisfactory, full‑time general office experience; One (1) year of satisfactory, full‑time general office experience plus 30 semester credits from an accredited college; or An associate’s degree or 60 college credits from an accredited college. Passage of a qualifying Work Experience Test. English language proficiency: ability to speak, read, write, and comprehend English; proficiency evaluated during interview. Demonstrate typing accuracy at a minimum of 100 keystrokes (20 words) per minute after errors are deducted. Demonstrate technical competence in using job‑related software (e.g., word processing). Any candidate meeting requirements 1–4 must also complete the job‑related Civil Service Examination and a background check, including fingerprint screening, within the filing period. Compensation New Hire: $36,700. Incumbent: $41,472. This reflects a 13% salary suppression for the first 24 months of employment only. Benefits CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification, including pension and tax‑deferred savings plans. Part‑time employees must meet weekly or semester work‑hour criteria to be eligible; health benefits are also extended to retirees who meet eligibility criteria. Equal Employment Opportunity CUNY encourages people with disabilities, minorities, veterans, and women to apply. CUNY also includes Italian Americans among protected groups, and will not discriminate on any legally protected basis, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer. Job Details Job ID: 31970 – Location: NYC College of Technology – Job Type: Full‑Time – Closing Date: Open until filled; resume review begins on or after April15,2026. #J-18808-Ljbffr