Office Assistant 2

The Office Assistant 2 performs advanced clerical and office support duties requiring substantive knowledge of printing, signage, billing, and office operations. This position is responsible for producing campus signage, coordinating specialty print requests, preparing and processing bills and invoices for print projects, and independently triaging print- and billing-related inquiries. The work involves independent judgment, accountability for quality, timelines, and outcomes. The Office Assistant 2 may provide guidance and on-the-job instruction to Office Assistant 1 (OA1) staff and student interns.

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What makes SUNY Cortland a great place to work?

• Our positions provide predictable salary progressions, and many offer permanency.

• Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement.

• SUNY Cortland prioritizes work-life balance and well-being in all forms. The university's state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland's Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor's approval.

• Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding.

• Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region's offerings

Major Responsibilities

Specialized Print & Signage Production

• Produce campus signage and specialty print requests (large-format, multi-component, non-standard materials) using approved branding and equipment.
• Produce specialty print requests such as large-format printing, multi-component jobs, and non-standard materials. Ensure accuracy, quality control, and adherence to deadlines.
• Troubleshoot printing and production issues. Coordinate reprints, adjustments, or vendor support as necessary.

Customer Consultation & Project Management

• Serve as a primary point of contact for print and signage inquiries. Review requests for completeness, feasibility, and compliance with campus standards.
• Review requests for feasibility and compliance; prioritize complex jobs to balance competing deadlines.
• Assist departments with signage planning, including advising on appropriate formats, quantities, timelines, and production options.

Financial Services & Billing

• Prepare, review, and process bills and invoices for print and specialty print projects, including compiling usage data, verifying rates and charges, and ensuring accuracy prior to submission in accordance with established billing procedures.
• Maintain detailed records of print production costs, usage, and billing activity to support internal tracking, reporting, and audits.
• Serve as a point of contact for departments and clients regarding print billing questions. Research and resolve discrepancies or coordinate corrections with internal offices or external clients/vendors as appropriate.

Operations & Staff Support

• Provide guidance and on-the-job instruction to Office Assistant 1 staff related to printing, signage, and related procedures.
• Recommend enhancements to workflow efficiency and customer service.
• Perform all duties of an OA1 Stores and Mail as required.

Physical Requirements

• Frequent lifting of 25–50 pounds.
• Frequent bending, climbing, and walking for extended periods during production and delivery.

Functional and Supervisory Relationships

• Reports to the Print Production Supervisor
• Works directly with the Office Assistant 1 Stores and Mail and student interns
• Works closely with other departments throughout the campus and off campus clients

Required Qualifications

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

1. Permanent Competitive Appointment Options:
   You must hold or have held the title of Office Assistant 2 on a permanent basis or be reachable on the full-time NYS Civil Service list and respond to canvass letter that will be sent to people on the eligible list. You may also qualify if you are permanent in one of the Office Assistant 2 titles or Library Clerk 2.

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