Human Resources Assistant

Duties GENERAL DUTIES Under supervision, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. Typical duties are outlined below: Documentation and Information Types and prints materials such as letters, memoranda, forms, purchase orders and vouchers, using typewriter/word processor/personal computers and all peripheral equipment. Proofreads typed material for accuracy, correcting errors as necessary. Uses commercial office software packages in typing, data entry, filing, updating files, and preparing various reports. Collects information or data from various sources; files and retrieves books, documents and/or data as needed. Updates existing files. Creates filing systems. Maintains departmental records; keeps separate confidential records when instructed. Retrieves and formats computerized data. With proper training, may take dictation and transcribe notes (written or recorded). Prepares and proposes various forms, e.g., financial aid applications, personnel papers and other college forms. Communications and Customer Service Provides information, as directed, to faculty, students, employees, and the general public. Responds to routine inquiries regarding departmental affairs. Answers telephone calls; screens incoming calls and forwards or refers calls; assists in maintaining up-to-date mailing and telephone directories. Provides receptionist services; sets up appointments; keeps calendars; refers students, faculty, other CUNY employees and general public to proper areas or persons. Furnishes information on the department’s rules and regulations, when authorized. Assists with arrangements for special events (e.g., conferences, reservations of rooms, travel arrangements, catering services, informing the relevant departments/units). Interviews and supervises College Assistants, College Work Study Students, Student Aides, Summer Interns, Volunteers, etc. Assists in training new employees in various office duties/use of office machines. Communicates with other academic or administrative departments or outside agencies to expedite the processing of work. Transaction Processing Prepares routine reports, including drafts, using information received from various sources. Receives and processes financial transactions following prescribed procedures (e.g., tuition payments, library fines). Processes purchase orders and supply orders; verifies deliveries. Verifies inventory and supplies reports on request. Completes Time & Leave calculations and keeps up-to-date records. Assists supervisors in specialized office functions, e.g., fingerprinting, I-9, reference and background checking, unemployment insurance. Calculates payroll figures; verifies amounts on financial forms; prepares deposit records; refunds authorizations, and similar documents; keeps related records. Makes routine petty cash purchases and disbursements, and maintains petty cash account; keeps necessary records. 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, arranging special mail services when authorized. Duplicates, collates and distributes materials. Coordinates the work of others to produce and distribute materials; confers with printing department and mailroom personnel as needed. Assists in preparing and distributing materials such as recruitment documents. Assists in registration activities within the department or as assigned; when authorized, processes drop/add and over tally requests for course registration. Other Performs routine upkeep of office machines, e.g., photocopier, typewriter, computer terminals, printers, fax machines. May serve on committees when authorized. Assignment Level 4 Under supervision, performs moderately complex office or secretarial work in various units of CUNY. Perform tasks at assignment Level I, at a more complex or responsibility level or with significant expertise and masterly performance. May serve as secretary to an executive or to a small group of professional, managerial, or technical personnel. Organizes, supervises and coordinates the workload of a moderately complex office, including the supervision of full and part‑time office support staff. Initiates administrative procedures on behalf of the department. Administers a specialized area, requiring unique training and/or experience within a large office. Interviews and recommends full and part‑time office support staff, including College Assistants and CUNY Office Assistants in Level 1. Prepares and compiles complex reports, including simple research and analysis. With approval, makes improvements to department forms. Develops record‑keeping systems. Trains office employees and others (as directed) in routine office duties, rules, procedures, etc. and related matters. Pay Levels Levels 1, 2 and 3 are contractual pay steps based on length of employment. Employees are not given additional responsibilities when moving from Level 1 to Level 2 or from Level 2 to Level 3. However, Assignment Level 4 is an assignment level based on duties performed and is discretionary. CONTRACT TITLE CUNY Office Assistant FLSA Non‑exempt CAMPUS SPECIFIC INFORMATION At Baruch College we believe that student success is everyone's responsibility. Aligned with Baruch's strategic vision, the Office of Human Resources is committed to delivering exceptional HR services to applicants, faculty, staff, and retirees. We work closely with departments to attract, nurture, empower, and retain a diverse and skilled workforce, pivotal to Baruch's standing and achievements. Responsibilities Provide administrative support to the Talent Acquisition Management Specialist as needed, assisting with recruitment‑related tasks and special projects. Support and coordinate staff off‑boarding processes for College Assistants and Teaching Adjuncts. Maintain and file employees’ personnel records. Track and record various recruitment processes. Respond to inquiries from faculty, staff, and applicants via email and phone; screen and redirect calls; schedule appointments when needed. Assist with the retrieval of job descriptions. Assist with other administrative tasks assigned. Minimum Qualifications A four‑year high school diploma or its educational equivalent. Two (2) years of experience performing general office work, which may be met by one of the following: Two (2) years of satisfactory, full‑time experience performing general office work. One (1) year of satisfactory, full‑time experience performing general office work and 30 semester credits from an accredited college or university. An associate’s degree or 60 college credits from an accredited college or university. Passage of a qualifying Work Experience Test. English Language Proficiency. All candidates must be able to speak, read, write, and comprehend the English Language. English proficiency will be evaluated at the time of interview. Additional Requirements After Filing Period Candidates must take and pass a job‑related Civil Service Examination that measures critical competencies for the position. Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history. Candidates must meet the skill requirement of keyboard familiarity by demonstrating the ability to type accurately at a minimum speed of 100 keystrokes (20 words) per minute after errors are deducted. Candidates must also demonstrate technical competence in using job‑related software (e.g., word processing or other). Compensation New hire: $36,700* Incumbent: $41,472 This amount reflects a 13% salary suppression in effect for the first 24 months of employment. Benefits CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification. Employees are also offered pension and Tax‑Deferred Savings Plans. Part‑time employees must meet a weekly or semester work hour criteria to be eligible for health benefits. Health benefits are also extended to retirees who meet the eligibility criteria. EQUAL EMPLOYMENT OPPORTUNITY CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer. Location Baruch College Job Type Full‑Time #J-18808-Ljbffr