CUNY Administrative Assistant Level 1 (Provisional) - Public Safety - REOPENED AND REVISED
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CUNY Administrative Assistant Level 1 (Provisional) - Public Safety - REOPENED AND REVISED

GENERAL DUTIES

This position has responsibility for the operation of a major administrative College activity, or difficult administrative and secretarial work in an office with College-wide responsibilities, or in an unusually complex academic department. May perform duties described under the lower title, CUNY Office Assistant (04802). Persons in this position are accountable for rendering quality services in a respectful, courteous and professional manner. In the University's multicultural environment, incumbents provide consistent assistance to everyone.

A CUNY Administrative Assistant position will be assigned to either Level 1 or Level 2. A position assigned to Level 1, with wide latitude for the exercise of independent initiative and judgment, performs office or secretarial work in various units, following relevant departmental, College, and University procedures. A position assigned to Level 2, with wide latitude for the exercise of independent initiative and judgment, performs very complex administrative or supervisory work; may work with other College units to complete significant administrative functions (e.g., payroll, facilities, personnel, budget, records, security, etc.).

This position is in CUNY's Classified Civil Service. The full specification is available on our web site at

CONTRACT TITLE

CUNY Administrative Assistant

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

At Baruch College we believe that student success is everyone's responsibility

Under the supervision of the Public Safety, the CUNY Administrative Assistant will manage the Time Log System at Public Safety, which includes entering data into the system and producing reports on a bi-weekly basis.

* Additionally, the Administrative Assistant will be responsible for the following tasks: preparation, reporting, and transcription of time and leave statistics to the College's Office of Human Resources for full-time employees at Public Safety Department.

* The individual will also assist in monitoring the departmental budget and expenditures, as well as preparing purchase requisition orders and budget modifications.

* Coordinates with the Budgeting Office to ensure compliance with the evolving regulations of the Procurement Department.

* Prepares routine and specialized payrolls, reviews adjustments, and reports any inconsistencies. Acts as the department's liaison with Human Resources, managing payroll and budgetary matters while addressing compliance issues for all Public Safety personnel. Additionally, serves as the department's designated trainer for the Identification Card Center, enhancing operational efficiency.

Budget and Transaction Processing:

* Maintains departmental accounts and reconciles financial records. As the Records Retention Office Manager, oversees all Public Safety administrative records, including payroll records, University-assigned memorandum books, CUNYfirst records, Fire & Life Safety licenses, and Identification Center records. Assists in monitoring budgets and expenditures in close collaboration with the Director of Public Safety, the Assistant Vice President of Budget, and the Director of Purchasing to reconcile administrative matters.

* Coordinating services and supplies with vendors

Documentation:

* Expedites and prepares drafts for the Director. Drafts and prepares various budget-related reports for the Director of Public Safety, including monthly, quarterly, and year-end reports, along with employee accountability spreadsheets. Maintains all licenses associated with the Public Safety Collegiate Fleet. Formats and types of complex reports using word processors, MS Excel, and other document preparation equipment.

* Coordinate administrative and clerical functions in the office, prioritizing and maintaining an effective workflow

* Coordinate office mail function including deliveries and pick-ups from the CUNY mail

* Maintain office's calendar.

* Use CUNYfirst data collection and management system

* Document all lost and found items received at the Public Safety Department, log them, and contact the owners.

MINIMUM QUALIFICATIONS

Proof of meeting qualification requirements is needed before the close of a Civil Service Examination filing period. You may be asked to provide proof of meeting these requirements at any time between your application and the close of the filing period.

1. Permanent status as a CUNY Office Assistant at Assignment Level 1 (Pay Level 3) or Assignment Level 2 (Pay Level 4).

Candidates who meet the above requirements must also meet requirements 2 and 4 after the close of the filing period.

2. Candidates must take and pass a job-related Civil Service Examination that measures critical competencies for the position.

3. Candidates must undergo a background check, including a fingerprint screening and a verification of their education and work history.

4. Candidates must demonstrate technical competence in using job-related software (e.g., word processing or other).

COMPENSATION

$49,155.

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.

HOW TO APPLY

Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID or Title. Select Apply Now and provide the requested information. Candidates must attach a resume, cover letter.

CLOSING DATE

November 14, 2024

JOB SEARCH CATEGORY

CUNY Job Posting: Support Staff

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.

Job ID

28811

Location

Baruch College