Office assistant - state

Alfred State College

Title: Office Assistant 2 (Calculations) - Alfred State College

Location: Alfred, NY Category: Classified Posted On: Mon Oct 13 2025 Job Description:

Are you detail-oriented and enjoy working with numbers? Join the  Human Resources  team at Alfred State College as an Office Assistant 2 (Calculations)! In this important role, you will perform essential clerical and mathematical work supporting essential HR and payroll functions through accurate processing of personnel transactions, performing complex calculations, and providing exceptional customer service to our diverse campus community including employees, supervisors, and students.

This position offers a great opportunity to work with a variety of tasks such as data entry, payroll documentation, records management, and assisting with HR programs and reporting. You will use your independent judgment every day to ensure compliance with policies and maintain precision and confidentiality in your work.

As part of our team, you will contribute to continuous improvements in HR and payroll services, collaborate internal and external partners, and help create a positive and efficient workplace experience. If you are motivated, organized, and eager to support a thriving College environment, this role is for you!

What You will do:

General Office Support

• Provide information and assistance to employees, supervisors, and external agencies regarding procedures, deadlines, and requirements; refer complex inquiries as appropriate.
• Handle sensitive employee information with discretion and maintain confidentiality in all communications.
• Use multiple communication systems, including phone, email, and HR/payroll software platforms, to exchange information and resolve routine issues.
• Schedule appointments, meetings, and trainings related to HR programs, onboarding, and payroll processes.
• Review personnel forms and documentation for completeness and accuracy prior to processing.
• Support department staff

Calculations and Data Processing

• Enter, review, and reconcile employee data in HR and payroll systems
• Independently perform payroll-related calculations 
• Compute and verify salary adjustments, increment codes, and anniversary dates in accordance with contract provisions and state guidelines.
• Run and interpret payroll reports, identifying discrepancies and taking corrective action as needed.
• Assist in preparing financial and statistical summaries for departmental reports, audits, and compliance purposes.
• Compile and prepare financial data for budget planning, reporting, and reconciliation purposes.
• Monitor spending in HR program areas, track expenses against established budgets, and provide updates as needed.

Keyboarding and Document Preparation

• Prepare, proofread, and format correspondence, reports, and data summaries related to personnel transactions and payroll processing.
• Compile information and assist in the preparation of charts, tables, and presentations used in HR reporting or planning.
• Draft and edit routine communications to employees and supervisors, ensuring clarity and accuracy.
• Maintain consistency in formatting and accuracy of confidential employee records and documents.

Record-Keeping and Filing

• Maintain, update, and audit HR and payroll records, both electronic and paper, to ensure compliance with retention standards.
• Verify the accuracy and completeness of personnel transaction forms, payroll entries, and related documentation.
• Maintain organized filing systems for employee records, pay documentation, and compliance materials.

Job Requirements:

State-Required Qualifications

1. Permanent Competitive Appointment Options

Candidates must meet one of the following criteria:

• Currently hold or have previously held the title of Office Assistant 2 (Calculations) on a permanent basis.
• Be reachable on the full-time NYS Civil Service eligible list and respond to a canvass letter.
• Hold a permanent appointment in one of the following titles:
  • Office Assistant 2 series
  • Library Clerk 2
  • Administrative Assistant 1

2. Section 70.1 Transfer Eligibility

Candidates must have one year of permanent competitive or 55b/c service in one of the following titles:

• Administrative Assistant 1 series
• Office Assistant 2 series
• Library Assistant 1
• Payroll Assistant

3. Non-Competitive Appointment Option (NY HELPS Program)

This position may be filled via non-competitive appointment under the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). Key details:

• No examination is required.
• Candidates must meet the open-competitive minimum qualifications for the title.
• Within one year of permanent appointment, employees will be converted to competitive status without an examination.
• Employees may participate in promotion examinations for which they qualify.

Preferred Qualifications

Experience & Knowledge

• Prior experience in payroll processing, HR operations, or state agency personnel systems.
• Familiarity with PayServ, Statewide Financial System (SFS), and Excel.
• Understanding of contractual provisions related to salary calculations and employee benefits.

Skills & Competencies

• Strong mathematical and clerical skills, including accurate data entry and reconciliation.
• Excellent written and verbal communication skills.
• Proven ability to interpret and apply policies and procedures.
• High level of attention to detail, accuracy, and ability to manage multiple priorities.
• Commitment to confidentiality and professionalism in handling sensitive information.
• Demonstrated customer service orientation and ability to work collaboratively with diverse stakeholders.

Additional Information:

Employees are also offered EXCEPTIONAL BENEFITS! With a salary starting a $42,641 , we also offer extensive healthcare and retirement options, including the opportunity for a pension. Furthermore, we prioritize a harmonious integration of work, personal life, and academic endeavors to support your overall work-life balance and effectiveness.

Benefits options include:

Health Insurance:

• Cost effective health insurance premiums with 73% to 88% covered by the employer.
• PPO or HMO option for personalized healthcare solutions.
• Exceptional fertility benefits available.
• Accumulated sick leave can cover a health insurance premium in retirement.

Dental and Vision:

• No cost dental and vision benefits for employees and eligible dependents.

Educational Support:

• Tuition benefits to invest in your continuous learning and professional development.

Paid Time Off:

• New employees are eligible for up to an impressive 22 vacation, 5 personal and 13 paid sick days per year, increasing with years of service.
• Up to 13 paid holidays annually
• Paid parental leave

Retirement Plans:

• Various retirement options, including a defined benefits (pension) plan. With the pension, retired employees receive a defined monthly income for the rest of their life. 
• Additional pre- and post- tax voluntary retirement savings options are available.

Our comprehensive compensation and benefits package are designed to exceed your expectations, affirming our dedication to your overall well-being and professional growth.

Non-Discrimination Notice

Alfred State College hereby advises students, parents, employees, and the general public that it offers employment and educational opportunities, including career and technical educational opportunities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, gender expression, sexual orientation, familial status, marital status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants, or other members of the college community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

Alfred State policy is in accordance with federal and state laws and regulations prohibiting discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.

Grievance procedures are available to interested persons by contacting either of the compliance officers/coordinators listed below. Inquiries regarding the application of Title IX and other laws, regulations, and policies prohibiting discrimination may be directed to:

Angela Koskoff
Chief Diversity Officer
Alfred State College
10 Upper College Drive
Alfred, NY 14802
[email protected]
Phone 607-587-4025

If you would like to receive the combined Annual Security and Fire Safety Report which contains this information, you can stop in and request one at the University Police Department, located in the TG House on Lower College Drive or request a copy by calling the University Police at 607-587-3999. This report is available on the college's website at:

PI278841958