Job description

Office help needed to perform a wide variety of tasks in providing clerical support and in acting as an office assistant for a number of administrative or professional staff. Independent action will be exercised when routine procedures or clearly-defined policies are involved. May exercise supervision over a small number of subordinate personnel.

Duties include:

  • Compiling correspondence, records, reports and statistical information for various reports
  • Setting up and maintaining automated records and filing systems, and compiling information for management needs
  • Utilizing automated word processing equipment using internally stored systems and procedures to produce correspondence, forms, reports, statistical information, and other departmental data, and/or operates a standard typing device
  • Setting up automated filing systems on word processing equipment for the storage and retrieval of data
  • Maintaining accurate and complete records and files
  • Providing general clerical support services to enhance the operation of the office
  • Compiling information from manual and automated records for routine reports
  • Answering calls and responding to requests for routine information or routing calls to appropriate staff
  • Maintains appointment calendar(s) for professional staff and schedules meetings as needed
  • Opening, screening, and routing mail; preparing requisitions and maintaining adequate office supplies
  • Processing, reviewing and forwarding forms in accordance with established procedures
  • Operating a wide variety of office machines, including word processor and/or standard typing device, fax machine, copier, etc
  • Acting as back-up for various administrative offices for telephone coverage during the absence of other workers as needed
  • Using other software applications such as spreadsheets, calendar, e-mail, database software, and desk top publishing, as needed
  • May access protected health information (PHI) in accordance with departmental assignments and guidelines defining levels of access (i.e. incidental vs. extensive)

What you need to have

  • Good knowledge of office procedures, equipment and business; business English; capability of word processing equipment to produce various formats for correspondence, reports, tables, charts, and file storage
  • Full range of keyboarding skills in the operation of either a word processor and, in some cases, a standard typing device
  • A high degree of initiative and independent action is required to ensure the timely and accurate processing of the workflow
  • Ability to utilize word processing equipment producing printed copy which is neat, accurate, and conforms with standard English usage; operate a typing device; ability to effectively use computer applications such as spreadsheets, calendar, e-mail and database software; perform simple arithmetic computations; comprehend written material; operate office machines; maintain complex records and files; ability to comprehend and carry out complex verbal and written directions; get along well with others; read, write, speak, understand, and communicate in English sufficiently to perform the essential duties of the position; thoroughness; good judgment; dependability; tact; courtesy; initiative; physical condition commensurate with the demands of the position
Prior experience & qualifications
  • Possession of a high school or equivalency diploma and three years of experience where a primary function of the position was performing general office/clerical work, two years of which must have included the use of computer applications to maintain automated records or produce correspondence, spreadsheets, forms, reports or other documents.

SUBSTITUTION: Satisfactory completion of 30 credits* at a recognized college or university, or its equivalent in course hours from an approved institution or office software manufacturer (i.e. Microsoft) may be substituted on a year for year basis for one year of the general office/clerical experience and one year of the specialized experience using computer applications as described above. Completion of 6 credits· in word processing coursework at a recognized college or university may be substituted for an additional one year of specialized experience using computer applications as described above. All coursework must be verified by official transcript.

NOTE: Unless otherwise noted, only experience gained after attaining the minimum education level indicated in the minimum qualifications will be considered in evaluating experience.

SPECIAL NOTE: Education beyond the secondary level must be from an institution recognized or accredited by the Board of Regents of the New York State Education Department as a post-secondary, degree-granting institution.

This opportunity requires fluency in English