Position Information

NY HELPNo

AgencySUNY Stony Brook

TitleAdministrative Assistant 2

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade15

Bargaining UnitNone listed

Salary RangeFrom $58046 to $58046 Annually

Employment Type Full-Time

Appointment Type Provisional

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 40

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Suffolk

Street Address Stony Brook University Hospital

City Stony Brook

StateNY

Zip Code11794

Job Specifics

Minimum Qualifications The selected candidate must be eligible for transfer under Civil Service Law or reachable on the appropriate eligible list for this title and location in accordance with the provisions of Civil Service Law, Rules and Regulations.

OR

Provisional Appointment:
In the event that an eligible list for this title does not exist, or has less than three acceptors, a current NYS employee with one year of permanent, contingent permanent or 55-b/c service as an Administrative Assistant 1 (various language parenthetics)may be appointed on a provisional basis.

Note: Provisional appointments are made pending an exam and will be revoked if the selected candidate is not immediately reachable on the eligible list resulting from the next holding of the exam.

PLEASE NOTE: The chosen candidate may be required to pass a keyboard proficiency exam prior to appointment. The Department will schedule keyboarding tests as needed.

Duties Description Administrative Assistants 1 and 2 establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities.


Duties:
Process and monitor purchase requisitions using Lawson.

Follow up with delivery dates and process manual receivers for delivered material.

Process all invoices for payment working with Accounts

Payable and Purchasing Department. Contact vendor when invoice does not arrive.

Maintain excel spreadsheet to track all purchases and monitor funding.

Use Visa procurement card for small orders and certify statement on a monthly basis.

Adhere to project close out procedures and submit journal transfers when necessary.

Additional Comments Preferred: Basic Knowledge of Microsoft programs including Word, Excel, Outlook. Knowledge of CLM, CPR, Lawson & Projectmates.

Some positions may require additional credentials or a background check to verify your identity.

Contact Information

Name Madeline Vojta

Telephone

Fax

Email Address madeline.vojta@stonybrookmedicine.edu

Address

Street Stony Brook Medicine

City East Setauket

State NY

Zip Code 11733

 

Notes on ApplyingQualified Candidates should submit an application using the following link - https://stonybrooku.taleo.net/careersection/hospital_private+link/jobdetail.ftl?job=2401894&tz=GMT-05%3A00&tzname=America%2FNew_York
as well as email a copy of their resume with the vacancy ID number and job title in the subject line.