Office Assistant 3 (Timekeeping Supervisor) Full Time Day Shift (8:30 AM - 5:00 PM)

Position Summary

Office Assistants perform office support and clerical work to meet the requirements of agency programs.  Such work may consist of, but is not limited to: data entry; math or calculations; mail, supply, and inventory-related tasks; keyboarding and other document preparation tasks; answering telephones; completing forms; assisting customers; creating or assisting in the preparation of reports, charts, graphs, and tables; and other related activities.  This work is accomplished in accordance with applicable procedures, rules, regulations, and laws.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). 

For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. 

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Duties of a Office Assistant 3 may include the following but are not limited to:

• Office Assistants 3 are typically classified as second-level supervisors and are distinguished by supervision of two or more Office Assistants 2.
• They may perform any of the duties of lower-level Office Assistants, and are in charge of a clerical operation, or serve as the principal assistant to a higher level position responsible for such an operation. 
• The supervisory activities performed by incumbents in this class are similar to those described above for Office Assistants 2, except that such tasks are performed over a larger and higher level staff. 

• As second-level supervisors, Office Assistants 3 typically supervise two or more Office Assistants 2, and perform the following tasks.
• Assign work to staff; schedule work flow; establish work performance standards; review work performance and production; determine the nature of problems and take corrective action.
• Provide advice to and otherwise assist supervisors in planning, organizing, scheduling, and coordinating work operations and work procedures.
• Ensure that subordinate staff is trained adequately.
• May participate in the hiring process for subordinate staff, may prepare or assist in the preparation of the budget for the clerical operation, may maintain an active inventory for the clerical operation.
• May function as an overall manager over a clerical or office support operation.
• Able to audit timesheets and calculate time worked, overtime and meals; reconciling the calculated values to the Kronos system.
• Ensure the Kronos system is calculating payroll and accruals correctly and notifying the Director when there are any anomalies.
• Audit employee records to ensure that the accruals stated in the system are accurate; and send documentation to Payroll for payment.
• Ensure that all terminations are properly stated in Kronos and making all the necessary system changes to ensure the calculations are accurate.
• Supervisor several Clerk-2 and Clerk-1 employees, ensuring they understand all Civil Service rules and regulations and union contracts; and they know how to resolve exceptions in Kronos.
• Adjust accruals for all FTE changes in Kronos
• Review People Soft reports to ensure will changes are properly made in Kronos.
• Review all new hires, adjusting dates In Kronos for accruals purposes.
• Complete the yearly review for Clerk-2 and Clerk-1 employees.

Qualifications

Required:   Promotion:  one year as an Office Assistant 2; or one year of permanent service in a clerical, keyboarding, or paraprofessional title allocated to Grade 7 or higher.

Preferred:  Have at least 10 years of progressive Timekeeping experience in NYS.  Excellent communication skills, able to work with various levels of managers and employees in the Hospital.

Special Notes:   Resume/CV should be included with the online application.

Posting Overview:  This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). 

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

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• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions maybe subject to changes in pass days and shifts as necessary. 
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. 
• This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities. 

Prior to start date, the selected candidate must meet the following requirements: 

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Meet Regulatory Requirements for pre employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s). 

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. 

*The hiring department will be responsible for any fee incurred for examination.

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Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280. 

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Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The salary range (or hiring range) for this position is $56,506 / year.  

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting.  The specific salary offer will be based on the candidate’s validated years of comparable experience.  Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.  

Some positions offer annual supplemental pay such as: 

• Location pay for UUP, CSEA & PEF full-time positions ($4000)

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.