Review Vacancy
TitleAdministrative Assistant 1/Trainee- Finance and Management- NY HELPS
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $47695 to $47695 Annually
Appointment Type Contingent Permanent
Duties Description Essential Job Functions:
Provides administrative and clerical support to the AVP for Finance and Management (F&M), and the other 5thFloor F&M Offices (Budgeting, Procurement & Payment Services, Scholarship, Research and Sponsored Programs) as needed. This includes, but is not limited to:
Reviewing incoming correspondence to the offices; being mindful of confidentiality. Distribute incoming mail for F&M and Budgeting, serving as back-up for distribution of mail for the other 5th floor offices as needed
Answering AVP Office phone - directing calls as appropriate
Setting-up and accurately maintaining files, records, and spreadsheets as requested (i.e. annual folders/binders, electronic deposit log, records retention log, etc.). This includes scanning, filing, and adhering to NYS/SUNY Records Retention schedules. Coordinate best practices with others on the 5th floor and organize an annual purge of documents (paper and electronic)
Upon request, schedule meetings and assist with calendars.
Oversee purchasing of office supplies and equipment (includes business cards, office signs, name badges, etc.). Coordinate with other support staff on the 5th floor to regularly review and inventory supplies on hand
Oversee the repair of office equipment (i.e. printer). Coordinate any BITS and Facilities related ticket requests and handle the surplus of any unneeded or outdated furniture/equipment. Assist in annual inventories
Coordinate and process all requested purchases for 5th floor offices. This responsibility includes holding a P-Card and adhering to all compliance related items (i.e. purchase rules, monthly reconciliations, etc.). This also includes using and understanding the EagleMart System
Manage the Classified shred bins on the floor
Being cognizant of F&M and 5th floor office deadlines to ensure compliance with set dates.
Serves as a first point of contact on the Allen 5th Floor for F&M, and the other offices on the floor, as needed. Be responsive, timely, and accessible to all who reside on and who visit the floor.
Maintains and updates the websites for F&M, the Budget Office, Procurement & Payment Services, Internal Controls, and the Campus-Based Fee Review Subcommittee. This includes regularly reviewing each webpage and requesting updates as needed. It also includes maintaining an up-to-date organizational chart for F&M.
Manages all funds received and prepare deposits for the AVP, Procurement & Payment Services, and the Budget Office. Maintain an accurate deposit log. Facilitate deposit pick up by University Police.
Coordinates the annual review and submission of campus signatories to OSC.
Provides support to the following committees and subcommittees: Internal Control, the Campus-Based Fee Review Subcommittee, other committees as assigned by the AVP. This includes:
Maintaining and updating any related Microsoft Teams files
Monitoring related email accounts
Assembling and coordinating materials for meetings
Taking and disseminating accurate and timely meeting minutes
Implementing Meeting action items where appropriate
Maintaining the group's webpage, as outlined above
Acts as a facilitator for F&M campus-wide communications (ex. University Support Funds, Departmental List Updates, etc.)
Serves as the primary contract support for the Associate Director of Campus Services. This includes, but is not limited to:
Assisting with communications to individuals & departments regarding contract status
Tracking all contracts via log or other transparent means
Tracking, filing, and scanning all revocable permits
Maintaining accurate records and files related to contracts and revocable permits
Minimum Qualifications Minimum Qualifications:
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 noncompetitive 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), 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.
NON-COMPETITIVE MINIMUM QUALIFICATIONS (NY HELPS):
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.
In lieu of two years of experience, certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology, may be substituted.
COMPETITIVE MINIMUM QUALIFICATIONS (NON-NY HELPS):
Candidates must have permanent appointment in an Administrative Assistant 1 New York State classified position (or be eligible for a 70.1 transfer) or be reachable for appointment on the current NYS Civil Service eligible list for Administrative Assistant Trainee 1, Full Time - Brockport location.
OR
Transfer eligible candidates who have completed one year of service in title are eligible to transfer into the Administrative Assistant Traineeship, up to a two salary grade jump, at the first level, second level OR full title, dependent on what coursework they have completed - (Non-Keyboarding titles will be required to take a typing test.)
Email Ezgi Erdogan in the Office of Human Resources at eerdogan@brockport.eduwith any questions regarding the Traineeship.
Preferred Qualifications:
High school diploma or high school equivalency diploma
Satisfactory experience in an administrative support role (includes demonstrated experience using office software, customer service, business writing, confidentiality, organization, collaboration, etc.)
Proficiency and experience with Microsoft Office Suite (word, excel)
Proficiency in using Microsoft Teams and developing Mach forms
Proficiency in Adobe
Proficiency in using Qualtrics
Ability to work independently with minimal supervision
Excellent oral and written communication skills and the ability to communicate with diplomacy and tact
Demonstrated self-initiative and ability to prioritize
Strong attention to detail
Higher education and/or SUNY experience
Additional Comments Application Instructions:
This position is not eligible for visa sponsorship.
Respond to the canvass letter (if applicable). Submit your application, cover letter, resume, and contact information for three professional references via our Employment Opportunities website at jobs.hr.brockport.edu by January 28, 2025.
Please note, if you have retired from a New York State Public Employee Retirement System (Teachers Retirement System or Employees Retirement System), you may be subject to an earnings limitation. Please familiarize yourself with the rules and regulations when applying for this position.
Some positions may require additional credentials or a background check to verify your identity.