Office Assistant 2 (Calculations) (NY HELPS)

Required Qualifications: As per Civil Service Standards and Specifications.  Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.  70.1 Transfers are encouraged to apply.  70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year.  Transfers must be within two salary grades. The Civil Service list for this position might provide insufficient acceptors, therefore, a non-competitive appointment may be made. Requirements for Non Competitive Appointment are One year of experience where most  work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.

Brief Description of Duties:  The Office Assistant 2 (Calculations) will perform complicated numerical tasks using accepted account keeping, auditing, statistical or other procedures in which mathematical calculations are fundamental.

• Using Excel, must maintain and update detailed spreadsheet on shared drive.  Monitor assigned accounts updating spreadsheets daily for each account detailing account expenditures, noting any and all account charges or changes.  Produce weekly summary reports.  Create detailed spreadsheets including linking to multiple drives for two departments. Insure all formulas and links are correct and information is
  transferred and reconciled daily.
• Respond to inquiries that relate to Procurement and Accounts Payable.  Calculate payment for contracts and PO’s. Ensure that all invoices are received from vendors on a timely basis and sent to Accounts Payable with proper authorizations.
• Expedites, calculates, processes and monitors state and hospital requisitions for their assigned accounts utilizing both SUNY and SUNY Web system and the Wolfmart Procurement System. Must be able to purchase items directly from State contracts, prepare and process purchase orders for standard materials, supplies, equipment and services on the open market according to procedures and guidelines and follow up on compliance concerning purchases and requisitions.
• Reconcile account expenditures weekly against the Business Intelligence (BI) and the Research Foundation for SUNY Systems. Provide detailed weekly reports to the Business Manager. Monitor the CMMS (INFOR) work order system for materials that need to be entered onto Wolfmart to generate a requisition. Assign requisitions to the Business Director for authorization.
• Answer telephones, assisting callers with their questions and forwarding calls to appropriate personnel which includes filling in at Dispatch, receiving emergency calls, preparing work order tickets, including dispatching calls to maintenance mechanics via two-way radio and inputting these work orders into the CMMS (INFOR) system.
• Perform clerical duties in the form of copying, faxing and filing. Sort and distribute mail. Operate office equipment including copiers, printers, scanners, typewriters and audiovisual equipment, as necessary to complete assigned tasks.  Perform tasks such as adding paper, toner and changing ribbons.
• Provide clerical support to maintenance supervisors and managers. Use Microsoft Word to type correspondence, prepare tables, charts and other typing as assigned. Use Microsoft Excel to input and generate reports.
• Other duties or projects as assigned as appropriate to rank and departmental.

Special Notes:  This is a full-time position, 37.5 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m.  FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.  Internal and external search to occur simultaneously.  Mandatory rehire roster candidates have preference.  As per Civil Service guidelines, Salary Grade 9 Hiring Rate $40,193 plus location pay of $3,087, annually. 

The selected candidate must successfully clear a background investigation.

Resume/CV and cover letter should be included with the online application.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

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.

Essential Position:  This has been designated as an essential position based on the duties of the job and the functions performed.  Positions that are designated as such are required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. 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, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .

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