Position Information

NY HELPYes

AgencySUNY Cortland

TitleAdministrative Assistant 1, Disability Resources (NY HELPS)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $47695 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Cortland

Street Address Graham Ave

City Cortland

StateNY

Zip Code13045

Job Specifics

Duties Description Position Summary:
Provide key administrative support and serve as a receptionist for the SUNY Cortland Disability Resources Office. Position is Monday – Friday 8:00am-4:30pm with 1 hour for lunch between 12:00-1:00pm.
Serve as the primary administrative assistant support for the Director. Some ongoing oversight and support will be expected related to responsibilities of the Associate Director, Technology Accessibility Coordinator, Learning Strategist, Testing Administrative Services Program, and Sensory Room.

Watch to learn more about careers at SUNY Cortland:
https://www.youtube.com/watch?v=98njPbVKNFY

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:
Front Desk & Communication Management
• Serve as the first contact for students, parents, faculty, staff, and administrators in a highly confidential and high-traffic office.
• Screen all telephone, email, and in-person requests for appointments, information, and assistance, and refer to the appropriate staff member as needed.
• Coordinate and schedule student appointments and meetings with faculty or colleagues on campus for department staff.
• Offer listening, understanding, and empathy for requests and situations that arise for anyone who contacts the office.

Data & Records Management
• Establish and maintain confidential files for students seen for disability resources support using online profiles through the scheduling program and database.
• Maintain currently held office files as needed.
• Use database for data entry and to schedule appointments for students, faculty, and staff as needed.

Administrative & Operational Support
• Prepare and review correspondence for meetings, programs, and reports for Disability Resources as needed.
• Make all office purchases with procurement card, reconcile money spent, monitor and replenish office inventory, and provide operating budget oversight as needed.
• Make travel arrangements and complete related paperwork, and assist with HR paperwork for staff, annually.
• Monitor the need and send Webex links for appointments daily.

Program & Service Coordination
• Facilitate coordination of note takers, accessible furniture, and other accommodations as needed.
• Coordinate student participation in the NYS Agency Based Voter Registration Program.

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

Permanent Competitive Appointment Options:
Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via NY.gov and follow instructions in the canvass email.

Section 70.1 Transfer to Administrative Assistant 1, SG 11: Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory and elective core coursework through the NYS CSEA Partnership website.

Section 70.1 Transfer to Administrative Assistant Trainee 1, SG 8: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

Section 70.1 Transfer to Administrative Assistant Trainee 2, SG 10: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all mandatory core coursework.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

For information regarding the Administrative Assistant Traineeship mandatory and elective coursework, please visit the NYS & CSEA Partnership website: https://nyscseapartnership.org/administrative-assistant-traineeship

Candidates appointed at the trainee level will be required to successfully complete the traineeship to advance to the full performance level title and salary.
• $40,391 (Trainee 1- NS equated to SG-8)
• $45,081 (Trainee 2- NS equated to SG-10)
• $47,695 (Full Performance level SG-11)

Non-Competitive Appointment Option: 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 may be 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 a future date (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE QUALIFICATIONS- To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position.
This position may be designated 55 b/c and is subject to verification of applicant eligibility.

The qualifications are:
Administrative Assistant Trainee 1 (NS Salary Grade 8 $40,391):
Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory core coursework as a Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2 (NS Salary Grade 10 $45,081):
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Upon satisfactory completion of all mandatory and elective core coursework, you will advance to the full level of this title without further examination.

Administrative Assistant 1, Salary Grade 11 $47,695:
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. You must also complete all mandatory and elective core coursework.

Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree* in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Preferred Qualification:
Experience with individuals with disabilities.

Knowledge, Skills & Abilities:
• Exceptional detail orientation and organizational skills
• Demonstrated knowledge of MS Office including Word, PowerPoint, and Excel
• Demonstrated ability in learning new computer data system- AccessCortland
• Demonstrated ability to work independently and as part of a team
• Demonstrated ability to manage time effectively
• Effective oral and written communication skills
• Demonstrated interpersonal skills to work effectively with faculty, staff and students and their parents, including in emotional situations
• Demonstrated understanding of and sensitivity to a diverse student population
• Demonstrated ability to solve problems
• Demonstrated knowledge of standard office procedures
• Demonstrated ability to be flexible working with multiple tasks and needs of students and staff through the day

Additional Comments The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.

SUNY Cortland employment offers eligibility for the Public Student Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information and to see if you qualify, visit https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service.

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

How to Apply

Name BillieJo Harris

Telephone 607-753-2263

Fax

Email Address billiejo.harris@cortland.edu

Address

Street Graham Ave

City Cortland

State NY

Zip Code 13045

 

Notes on ApplyingSubmit an online employment application at https://jobs.cortland.edu/postings/10815. For more information or if you need assistance with the online application process, please contact the Human Resources Office, ext. 2302.