Review Vacancy
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $37998 to $46573 Annually
Minimum Qualifications OPEN UNTIL FILLED
Candidates must be current state employees and have a reachable score on the Secretary 1 list or have a current permanent appointment with 1 year of service as a Secretary 1 or as a title eligible for transfer to Secretary 1, (Grade 9 with 1 year in service looking to do 70.1 two grade jump to grade 11), or appointment as Secretary 1 here at UAlbany, less than 1 year of service (remainder of probationary period to be completed in new assignment) or be a former state employee eligible for reinstatement to the title of Secretary 1.
OR
Provisional Pending Exam:
One year of permanent competitive or 55-b/c service as a Keyboard Specialist 1, Keyboard Specialist 1 (Spanish Language), Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Law Department Document Specialist Trainee 1, Law Department Document Specialist Trainee 2, Law Department Document Specialist, Data Entry Machine Operator, Data Entry Machine Operator (Spanish Language), or Senior Data Entry Machine Operator
Candidates must be eligible to take and pass the next available Secretary 1 exam and obtain a reachable score for contingent / permanent appointment
May be filled from a mandatory reemployment list if one is in effect at the time of appointment..
Duties Description The Secretary I is primarily responsible, for the general office management for all of Client Support Services, and serves as the primary support person for the Director of Client Support Services. This position requires excellent communication skills, both written and verbal, highly detailed organizational skills, and an energetic, creative and imaginative attitude to compliment the demands and services supported by the Client Support Services team for the University. S/he reports to the Director of Client Support Services.
While the primary work location will be on the academic podium, some assignments may require working at the Client Support Services office located at the Management Services Center or the Information Technology Building.
Duties
• Responsible for general office management and ensuring that office practices and policies are carried out
• Greet visitors and ensure that all visitor management procedures are followed including directing them to the appropriate staff/conference room locations
• Open, sort, and distribute the daily mail to employee mailboxes
• Pick up and distribute paychecks
• Manage calls and respond to general telephone inquiries
• Prepare correspondence, documents and reports as needed. creating and updating departmental lists and reports
• Maintain the internal ITS Wiki staff listing and departmental distribution lists.
• Schedule meetings and events as requested
• Enter approved Purchase Requests into our ticketing system, keep track of orders, and file required paperwork by fiscal year
• Order supplies and business cards
• Serve as the permanent appointment file manager for staff
• Copy, file, and track staff performance programs and evaluations, and due dates. Remind supervisors of needed actions.
• Serve as the liaison with Facilities to request items needed from Facilities such as keys for new employees, general office repairs, etc.
• Serve as the Client Services departmental contact for additions, changes and deletions to staff computing accounts access
• Provide copier(s) management as needed which may include
o Reporting meter reading yearly for maintenance agreements, and work with Vendors on the agreements (make changes as deemed necessary)
o Calling for service and supplies
• Assist the Director and Client Services staff staff with travel needs
o Coordinate and process paper work for all travel arrangements including making flight arrangements, conference registrations and hotel reservations
o Assist with proper travel card reconciliation forms and travel and mileage reimbursement forms
o Ensure all paper work is filled out completely and proper documentation is attached (agenda, itinerary, receipts etc.)
o Submit invoices for payment and Travel Reconciliation forms for Central Business Office to track expenses
• Create and maintain weekly CSS Manager Meeting minutes
• Coordinate tasks associated with on-boarding and off-boarding of staff
• Assist search committees in scheduling candidates for interviews. Follow up with email confirmations with directions if candidates are coming to campus, along with directions to building locations. Mail parking vouchers if needed.
• Prepare and submit paperwork for Graduate Assistant Hiring
• Assist with on boarding and off boarding tasks associated with staff arrivals and departures from Client Support Services
• Work with the ITS Central Business unit and other ITS secretarial support staff as needed.
Other duties as assigned
Excellent opportunity for Grade 9 with one year in service looking for 70.1 promotion to Grade 11. Typing proficiency test will be given by SUNY.
Additional Comments Please MAIL your application/resume (S.S.# will be obtained from candidate if not given by candidate to determine eligibility if seeking lateral transfer, 70.1 or reinstatement) to University at Albany, Office of Human Resources Management-UAB 300, 1400 Washington Avenue, Albany, NY, 12222 Applications available via the SUNY Classified Employment page, (Copy and Paste into browser) http://www.albany.edu/hr/assets/CS_Employment_Application.pdf or via the employment link at the bottom of the SUNY main page http://www.albany.edu/
Some positions may require additional credentials or a background check to verify your identity.
Email Address smead@uamail.albany.edu
Address
Notes on ApplyingPlease MAIL your application/resume (S.S.# will be obtained from candidate if not given by candidate to determine eligibility if seeking lateral transfer, 70.1 or reinstatement) to University at Albany, Office of Human Resources Management-UAB 300, 1400 Washington Avenue, Albany, NY, 12222 Applications available via the SUNY Classified Employment page, (Copy and Paste into browser) http://www.albany.edu/hr/assets/CS_Employment_Application.pdf or via the employment link at the bottom of the SUNY main page http://www.albany.edu/