February 20, 2018 Chasity Neivel

Employment

Office Assistant

Position Summary:

This position will provide general support services for management staff including, but not limited to typing, research, filing, communication management, data entry, office machinery operations, mail services. This position manages phones, and messages; coordinates sales processing, functions as on-line store merchant and provides fiscal support; maintains and manages the work of the New York State Education Department (NYSED) Training Database.

Education:

  • High School Diploma or equivalent
  • College degree in any related field (Preferred, but not required)

Experience:

  • Two years of related experience
  • Experience in school transportation (Preferred, but not required)

Skill Set:

  • Effective planning and organizational skills
  • Effective time management skills
  • Effective and accurate office management and staff communication skills
  • Ability to lift 50 pounds (weight of heaviest product to be shipped)
  • Effective communication skills
  • Positive customer relations and customer service skills
  • Computer skills with ability to learn and use computer software as indicated by employer
  • Demonstrated courteous, organized phone skills
  • Listening and comprehension skills
  • Ability to learn and use banking software as indicated by employer with accuracy staff support skills
  • Ability to type 70-90 words a minute with limited errors typing skills
  • Multicultural sensitivity and awareness skills
  • Effective problem-solving, reasoning and creativity skills
  • Flexibility, adaptability in managing multiple tasks and setting priorities skills

      ESSENTIAL DUTIES & EXPECTATIONS:

      Database: (50)%

      1. Maintenance of NYSED database including:
      2. Process NPO’s
      3. Process NPC’s
      4. Process new SBDI paperwork
      5. Research lost certificate requests
      6. Create and process certificates
      7. Process Delivery Agency Applications
      8. Maintain course listings on PTSI website
      9. Establish open line of communication with all SBDI’s and MI’s
      10. Generate NYSED quarterly report
      11. Manage changes to SBDI personal records within database
      12. Oversee SBDI adherence to NYSED course guidelines

      Sales – Product & Services: (25)%

      1. Process phone, mail and fax product orders and generate sales orders
      2. Create records for new customers
      3. Verify and update records for existing customers
      4. Function as an online store merchant
      5. Manage online store
      6. Manage inventory levels for product and shipping materials and order products as needed
      7. Assist with annual inventory
      8. Order products
      9. Pack and ship orders
      10. Process credit card payments on all product sales
      11. Invoicing for sales
      12. Maintain positive vendor relationships

      Support Services: (25)%

      1. Answer phones and direct calls as needed to staff in a professional and timely manner
      2. Establish and maintain positive rapport with all public interfacing
      3. Contribute to maintenance of all in-house databases
      4. Open, sort and distribute all mail
      5. Provide typing, filing, and general office assistance to management and consultant staff
      6. Check organizational information line, emails and direct to appropriate staff for follow-up
      7. Provide in-house support as requested
      8. Create and maintain a current desktop reference guide
      9. Cross training other support services
      10. Perform additional duties as assigned

      DIRECT REPORTS:

      • This position reports to the Office Manager

      REPORTING PROCESS:

      • A documented activity/progress report (including budget detail when appropriate) shall be submitted to the immediate supervisor as requested

      PERFORMANCE REVIEW PROCESS:

      • A performance appraisal shall be conducted quarterly during the first year and at least once annually thereafter by the immediate supervisor

      CURRENT OFFICE LOCATION:

      • Syracuse, New York

      SALARY and BENEFITS:

      • Annual starting salary range per hour for this position is $17 to $20 per hour depending on qualifications
      • Benefits as per PTSI policy, e.g., health plan, sick leave, paid vacation, paid holiday related days and simple IRA

      PROBATIONARY PERIOD:  One year from the date of employment

      If you feel you are the right person for this position, please send a cover letter and resume to Chasity Neivel, Office Manager, at chasity@ptsi.org.