Location: Oswego, NY Category: Classified Posted On: Tue Nov 14 2023 Job Description:

The Office of Learning Services at the State University of New York at Oswego invites applications to fill a full-time permanent Administrative Assistant 1 position, Grade 11.

Posting Date: November 14, 2023; Revised: June 10, 2024

Review Date: Review of applications will begin immediately and will continue until the position is filled.

Salary: $46,306/year. Commensurate with qualifications and experience. In addition, the State University of New York provides an excellent benefits package. Please click here (https://www.suny.edu/benefits/) for more information on benefits for full-time CSEA professionals.

Date of Appointment: As soon as possible.

Description of Responsibilities:

• Serve as the customer service representative for the department:

• Greet incoming students/faculty/staff and visitors to OLS

• Answer phones and monitor department email accounts

• Provide answers when you can and refer others to the appropriate person or office

• Responsible for the front desk operation of the department

• Assist in the hiring, training, and supervising of student desk attendants for the front desk

• Oversee the day-to-day functions as the office's only full-time administrative support person and work closely with the office's four professional staff members

• Assist the Director and other professional staff members with various duties including, but not limited to:

• Itineraries

• Meeting preparations

• Drafting and editing correspondence

• Travel arrangements (airline, hotel, transportation, etc.)

• Assist professional staff in making room requests, setting up events, and other administrative duties as needed

• Assist with monitoring and maintaining office machines

• Assist with organizing and preparing for special programs and tutor training each semester

• Assist the Associate Director of OLS in the supervision of student desk attendants to ensure good customer service and consistency of daily operations

• Use various software programs that assist in the function of the office (Microsoft Suite, Google Suite, Handshake, and TracCloud)

• Manage departmental budget allocations and procurement card reconciliation processes

• Might require evenings and weekends as needed

• General Office Duties:

• Monitor and answer the office email accounts and answer department phones

• Greet visitors to the office

• Check department website semesterly to ensure information is correct and links are still functioning

• Front Desk:

• Assist the Associate Director of OLS in the management of the front desk operation for the department

• Assist in the hiring, training, and supervision desk attendants for the front desk

• Cover OLS front desk when Desk Attendants are not available

• TracCloud System:

• Monitor TracCloud data for inconsistent data matches (i.e. wrong check in and check out time, no-shows, cancellations, etc.)

• Teach student how to schedule tutoring appointments on TracCloud

• Make appointments for students who are unable to do so on their own

• Assist tutors and tutees with TracCloud issues

• Monitor and track information from TracCloud software and surveys to prepare annual reports

• Manage TracCloud issues

• Budget:

• Process IFR Allocation and Journal Transfers

• Process purchase requisitions from various accounts

• Order supplies for all office personnel and keep an inventory of supplies kept on hand

• Process travel forms and reimbursement paperwork for EOP staff

• Hiring and payroll process for tutors and desk attendants each semester:

• Manage tutor application process for 100-115 tutors using most current software (Handshake)

• Process hiring paperwork for tutor and desk attendant employment

• File the paperwork with the payroll office in a timely manner

• Review and reconcile student biweekly payroll timesheet for 80 -100 tutors and 7 -12 desk attendants

  Job Requirements:

NY HELPS

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 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.

Non-Competitive Minimum Qualifications (NY HELPS):

Administrative Assistant Trainee 1

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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

Administrative Assistant Trainee 2

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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

Administrative Assistant 1

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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Substitution:

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

*Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States or its territories, you must provide independent verification of equivalency. This information can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Candidates are responsible for the evaluation fee.

Competitive Minimum Qualifications:

Candidates must be permanent competitive or 55 b/c employees of New York State to be eligible to apply for this position.

Permanent Appointment (Non-NY HELPS):

One year of permanent competitive service as an Administrative Assistant 1 OR be reachable on the Administrative Assistant 1 eligible list OR have one year of permanent competitive or 55b/c service in a title eligible for transfer under Section 70.1 of the law; or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.*

*Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 & Administrative Assistant Trainee 2, NS=Grade 10) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019.

Trainees will be required to take four mandatory courses in the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11.

For full details on the Administrative Assistant Traineeship program, go to the following link: https://www.cs.ny.gov/ssd/Manuals/SPMM/GIBS/GIB19-07.cfm

70.1 Transfer or Reinstatement:

One year of permanent competitive or 55b/c service as an Administrative Assistant 1 OR have one year of permanent competitive or 55b/c service in a title within two salary grades of the target title that is eligible for transfer under Section 70.1 of Civil Service Law.

Reassignment:

Permanent competitive or 55b/c service as an Administrative Assistant 1.

Provisional Appointment:

Eligible for provisional appointment under NYS Civil Service guidelines.

Conditions of Employment:

This will be a permanent or provisional appointment. Candidates should be aware that a preferred list, transfer list, placement roster, and/or reemployment roster of laid-off State employees may be certified against this vacancy by the Department of Civil Service.

Additional Information:

Oswego is committed to enhancing its diversity. SUNY Oswego is an Affirmative Action/Equal Opportunity Employer and is actively engaged in recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students. We encourage applications from qualified applicants regardless of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim SUNY status, or criminal conviction. Please click here (https://www.oswego.edu/human-resources/non-discrimination-policy) to see our full non-discrimination policy.

In accordance with USCIS regulations, successful applicants must be legally able to work in the United States per the Immigration Reform and Control Act of 1986.

Requests for reasonable accommodations of a disability during the application and/or interview process should be made to the Human Resources Office by calling 315-312-2230 or emailing hr@oswego.edu.

For Campus Safety information, please click here (https://www.oswego.edu/police/annual-report) to see the Annual Security and Fire Report (Clery).

SUNY Oswego is a smoke free/tobacco/e-cigarette free campus. Click here (https://www.oswego.edu/human-resources/sites/human-resources/files/tobacco_smoke_free_policy_final.pdf) for further policy details, including education and cessation resources.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.

For more details, reference New York State Department of Civil Service Job Title Code #2900100, Administrative Assistant 1, and Grade 11.

If you have any questions about the position, please call or e-mail:

Human Resources

315-312-2230

HR@oswego.edu