Office Assistants 1 performs office support and clerical work to meet the requirements of agency programs. Such work may consist of, but is not limited to: performing data entry; math or calculations; mail, supply, and inventory functions; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and performing other related activities. This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.
Qualified candidates will demonstrate excellent communication skills, interpersonal skills, knowledge and understanding of patient care and effectively respond to changing patient needs by making decisions based on ethical principles and adhering to our high standard of excellence.
Duties of a Office Assistant 1 - may include the following but are not limited to:
General Office Support
Answer questions from and provide information to various parties regarding agency activities, transactions, and procedures. Refer inquiries as necessary.
Operate various communication systems such as telephones and computers; and keep records of such communications.
Operate, and perform basic cleaning and maintenance on office machines and equipment. Clear paper jams in copiers, scanners and printers; replace toner cartridges; and clean keyboards and screens.
Schedule appointments and meetings using various office tools.
Perform routine processing activities, including checking forms for completeness and accuracy.
Maintain basic financial, accounting, and/or statistical records.
Perform calculations and computations using known and standard formulas and methods (primarily using computers and calculators).
As needed and as directed, contact various internal and external parties to obtain information.
Prepare, process, review, and record numerical transactions and records. This activity may include: processing bills and vouchers; reviewing or auditing calculations or statistics; or disbursing items of value such as cash or vouchers.
Keyboarding and Document Preparation
Type, proofread, review, and correct correspondence, documents, records, and other written material.
Make appropriate corrections for format, accuracy, and validity.
Assist in gathering or compiling data for reports, graphs, charts, tables, or other products.
Create graphs, charts, or other visual aids to display data. May also prepare routine reports or assist others in the preparation of reports, following established guidelines.
Record-keeping and Filing
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.
Mail and Supply
Receive, pick up, deliver, open, appropriately record, time stamp, sort, and distribute mail, e-mail, or other forms of correspondence or communication.
Maintain files, correspondence, documents, and materials, pursuant to guidelines.
Maintain various listings for mail service purposes.
Process outgoing mail by inserting letters into envelops, sealing envelopes, and applying correct postage.
May operate a motor vehicle to pick up and deliver mail.
Data Entry and Verification
Enter data into and retrieve information from computerized systems.
Verify data previously transcribed or entered to detect errors.
Perform various clerical or office assistance tasks such as scanning documents, and verifying accuracy of data from scanned documents.
Receive, unload, unpack, sort, store, count, and distribute goods received by the office, following established procedures.
Advise supervisor upon receipt of damaged goods or incomplete or incorrect shipments.
Issue and may deliver goods from stock according to procedure.
May package goods for shipment.
Take periodic physical inventory and maintain perpetual inventory records.
Keep shelves and stock clean, neat, and in proper place.
Required : MUST have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list.
Special Notes : Resume/CV and cover letter should be included with the online application.
Posting Overview : This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).
If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.
Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
All Hospital positions maybe subject to changes in pass days and shifts as necessary.
This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
Prior to start date, the selected candidate must meet the following requirements:
Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
Complete electronic reference check with a minimum of three (3) professional references.
Successfully complete a 5 panel drug screen*
Successfully complete a Background Check investigation.
Provide a copy of any required New York State license(s)/certificate(s).
Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
*The hiring department will be responsible for any fee incurred for examination .
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 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 viewedhere.
Visit ourWHY WORK HEREpage to learn about the total rewards we offer.
Official Job Title: Office Assistant 1
Job Field: Civil Service Positions
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Purchasing-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 AM to 5:00 PM. Mon - Fri Pass Days: Sat, Sun
Posting Start Date: Jun 4, 2021
Posting End Date: Jun 19, 2021, 3:59:00 AM
Salary: As per civil service guidelines
Salary Grade: SG6
Internal Number: 2101965
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.